Update 03/12/26 6:45 p.m. Madera City Council Agenda Page 1 of 6 March 18, 2026
REGULAR MEETING OF THE MADERA CITY COUNCIL
205 W. 4th Street, Madera, California 93637
NOTICE AND AGENDA
Wednesday, March 18, 2026 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. This meeting will also be available for public viewing and participation through Zoom. Members of the public may also observe the live-streamed meeting on the City’s website at www.madera.gov/live. Members of the public may comment on agenda items at the meeting or remotely through an electronic meeting via phone by dialing (669) 900- 6833 enter ID: 879 9267 6799 #. Press *9 to raise your hand to comment and *6 to unmute yourself to speak. Comments will also be accepted via email at [email protected] or by regular mail at 205 W. 4th Street, Madera, CA 93637.
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Update 03/12/26 6:45 p.m. Madera City Council Agenda Page 2 of 6 March 18, 2026
CALL TO ORDER:
ROLL CALL: Mayor Cece Gallegos
Mayor Pro Tem Rohi Zacharia, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
INVOCATION: Pastor Mike Souza, Harvest Community Church PLEDGE OF ALLEGIANCE:
APPROVAL OF AGENDA:
PRESENTATIONS: Woman of the Year
PUBLIC COMMENT:
The first 15 minutes of the meeting are reserved for members of the public to address the Council on items which are within the subject matter jurisdiction of the Council. Speakers shall be limited to three minutes.
Speakers will be asked, but are not required, to identify themselves and state the subject of their comments. If the subject is an item on the Agenda, the Mayor has the option of asking the speaker to hold the comment until that item is called. Comments on items listed as a Public Hearing on the Agenda should be held until the hearing is opened. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.
A. PUBLIC HEARINGS:
A-1 Public Hearing for the Program Year 2026/27 Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) Annual Action Plan Recommendation: Conduct the Public Hearing and, by Motion, Approve the Proposed Allocations for the CDBG and HOME Annual Action Plan in the Estimated Amount of $1,582,670 (Report by Michael Lima)
A-2 Public Hearing to Amend the Community Development Block Grant (CDBG) 2025- 2026 Annual Action Plan
Recommendation: Adopt a Resolution Approving the Amendment of the 2025-2026 CDBG Annual Action Plan to Change the Scope of Work for the Centennial Park Pool Complex Deck & Facility (Report by Michael Lima)
A-3 Adopt a Resolution Approving the Community Development Block Grant COVID 19 (CDBGCV) Subrecipient Agreement Recommendation: Adopt a Resolution Approving the CDBG-CV Subrecipient Agreement for Services for $256,050.21 with the City of Madera Parks Department for the construction of a basketball court at Rotary Gateway Park (Report by Michael Lima)
A-4 Military Equipment Use Ordinance and Policy
Recommendation: Review Military Equipment Use Policy, Ordinance, and Annual Report and by Minute Order Affirm the Ordinance and Accept the Annual Military Equipment Use Report (Report by Giachino Chiaramonte)
Update 03/12/26 6:45 p.m. Madera City Council Agenda Page 3 of 6 March 18, 2026
A-5 Consideration of Adoption of an Ordinance Creating an Expedited and Streamlined Permitting Process for Electric Vehicle Charging Stations Recommendation: Waive Full Reading and Introduce by Title Only an Ordinance of the City Council of the City of Madera, Adding Chapter 7 of Title IX of the City Municipal Code, to Create an Expedited Permit Process for Electrical Vehicle Charging Stations, with the Associated CEQA Findings (Report by Will Tackett)
B. CONSENT CALENDAR:
Matters listed under the Consent Calendar are considered routine and will be enacted by one motion and one vote. There will be no separate discussion of these items. If discussion is desired, a member of the public or a member of the Council may request an item be removed from the Consent Calendar and it will be considered separately.
B-1 Minutes – March 4, 2026
Recommendation: Approve the City Council Minutes of March 4, 2026 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for February 21 to March 6, 2026 (Report by Michael Lima)
B-3 Quarterly Board, Commission, and Committee Attendance Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Report by Arnoldo Rodriguez) B-4 Informational Report on Solar Project Credit Payment of $976,713.21 Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Report by Michael Lima) B-5 Madera Coalition for Community Justice Fee Waiver Request for Cesar Chavez Day Event Recommendation: Adopt a Resolution Waiving the Rental Fees of the Pan-American Community Center on March 29, 2026, related to the Cesar Chavez Day Event Hosted by the Madera Coalition for Community Justice, at an Anticipated Rental Fee of $850 (Report by Joseph Hebert) B-6 Madera County Elections Division Fee Waiver Request for the Statewide Direct Election and the November 2026 General Election
Recommendation: Adopt a Resolution Waiving the Rental Fees of the Pan-American Community Center between May 30 - June 2, 2026, and October 31 - November 3, 2026, related to the General Election, hosted by the Madera County Elections Division, at an Anticipated Rental Fee of $6,960 (Report by Joseph Hebert)
B-7 Acceptance of the Lions Town & Country Park Trail Improvements Recommendation: Approve Minute Order Approving:
1. Acceptance of the Lions Town & Country Park Trail Improvements, Specifically Located within Lions Town & Country Park, 2300 Howard Road, Madera, CA 93637; and
Update 03/12/26 6:45 p.m. Madera City Council Agenda Page 4 of 6 March 18, 2026
2. The Recording of Notice of Completion; and
3. The Release of Retention 35 days after the Recording of the Notice of Completion (Report by Joseph Hebert)
B-8 Raymond Road Street Improvements, City Project R-37, CMAQ CML 5157 (094), Shoulder Paving and RMRA Pavement Rehab
Recommendation: Adopt a Resolution Rejecting All Bids Received for the Raymond Road Street Improvements, City Project R-37, CMAQ CML 5157 (094), Shoulder Paving and RMRA Pavement Rehab (Report by Keith Helmuth) B-9 Fairgrounds Lift Station Modifications, City Project SS-00006 Recommendation: Adopt a Resolution Authorizing an Increase in Construction Contract Contingencies for the contract with Telstar Instruments for the Fairgrounds Lift Station Modifications, City Project SS-00006 (Report Keith Helmuth)
B-10 James Taubert Park
Recommendation: Adopt a Resolution Amending the Fiscal Year 2025/26 Adopted Budget for Engineering and Project Management Services Associated with James Taubert Park in the Amount of $30,000 (Report by Joseph Hebert) C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:
D-1 Amendments to the City of Madera Classification Plan, Changes to Salary Range Assignments for Certain Positions on the City of Madera Full-Time Salary Schedule, and Hiring Bonus Program
Recommendation: Adopt Resolutions:
1. Amending the City of Madera Classification Plan to replace Public Safety Dispatcher with Public Safety Dispatcher I/II and modify the Public Works Operations Director to include classification as unlicensed or licensed Civil Engineer; and
2. Approve three (3) Side Letter Agreements between the City of Madera and the Madera Police Officers’ Association, Mid Management Employee Group, and Law Enforcement Mid
Management Group, respectively, modifying the assigned salary ranges for certain classifications; and
3. Approve the City of Madera Full-Time Salary Schedule effective March 21, 2026; and
4. Approve Policy HR-1: Hiring Bonus Program for Eligible Positions (Report by Wendy Silva)
D-2 Initiation of a Text Amendment to the Zoning Regulations of the City Municipal Code to Establish Permitted Color Palettes for New Development and Repainting of Existing Structures in the Commercial Zones
Recommendation: Adopt a Resolution of Intention of the City Council of the City of Madera to Initiate Procedure to Amend Chapter 3, Title X of the City Municipal Code Relating to Commercial Zones in Accordance with the Provisions of Update 03/12/26 6:45 p.m. Madera City Council Agenda Page 5 of 6 March 18, 2026
Section 10-3.1500 et seq. of the City Municipal Code (Report by Will Tackett)
D-3 Community Cleanup and Employment Pathway Grant
Adopt Resolutions:
1. Approving a Restricted Grant Agreement between the State of California, acting by and through its Department of Transportation, referred herein as Caltrans, and the City for the Community Cleanup and Employment Pathway Grant in the amount of $300,000
2. Amending the Fiscal Year 2025/26 Budget, approving related revenue and expenditure line items for the execution of the Restricted Grant Agreement towards Community Cleanup and Employment Pathway Grant objectives (Report by Joseph Hebert)
E. ADMINISTRATIVE REPORTS:
E-1 Audited Comprehensive Financial Statements for the Fiscal Year ended June 30, 2025 Recommendation: Acceptance of Audited Comprehensive Financial Statements (ACFR) for Fiscal Year 2024/2025 (Report by Michael Lima)
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:
This portion of the meeting is reserved for the Mayor and Councilmembers (i) to make brief reports on boards, committees, and other public agencies, and at public events, (ii) to request updates, (iii) to initiate future agenda items, and (iv) to take action on matters initiated under this section of the agenda. Under this section, the Council may take action only on items specifically agendized and which meet other requirements for action.
G. CLOSED SESSION:
G-1 Conference with Legal Counsel – Existing Litigation (Government Code, §54956.9(d)(1)) Name of Case: City of Madera v. Jesus Lopez
County of Madera Superior Court Case No. MCV086188
FUTURE MEETING DATES:
Wednesday, April 15, 2026
Wednesday, May 6, 2026
ADJOURNMENT:
The meeting room is accessible to the physically disabled. Requests for accommodations for persons with disabilities such as signing services, assistive listening devices, or alternative format agendas and reports needed to assist participation in this public meeting may be made by calling the City Clerk’s Office at (559) 661-5405 or emailing [email protected] . Those who are hearing impaired may call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be made as soon as practicable as additional time may be required for the City to arrange or provide the requested accommodation.
Requests may also be delivered/mailed to: City of Madera, Attn: City Clerk, 205 W. 4th Street, Madera, CA 93637. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.
When making a request, please provide sufficient details that the City may evaluate the nature of the request and available accommodations to support meeting participation. Please also provide appropriate contact information should the City need to engage in an interactive discussion regarding the requested accommodation.
Update 03/12/26 6:45 p.m. Madera City Council Agenda Page 6 of 6 March 18, 2026
Please silence or turn off cell phones and electronic devices while the meeting is in session. Regular meetings of the Madera City Council are held the 1st and 3rd Wednesday of each month at 6:00 p.m. in the Council Chambers at City Hall.
Any writings or documents provided to a majority of the City Council within 72 hours of the meeting regarding any item on this agenda will be made available for public inspection at the City Clerk’s office located at 205 W. 4th Street, Madera, CA 93637 and on the City website at www.madera.gov Questions regarding the meeting agenda or conduct of the meeting, please contact the City Clerk’s Office at (559) 661-5405.
Para asistencia en español sobre este aviso, por favor llame al (559) 661-5405.
I, Alicia Gonzales, City Clerk for the City of Madera, declare under penalty of perjury that I posted the above agenda for the Regular Meeting of the Madera City Council for March 18, 2026, near the front entrances of City Hall and on the City’s website www.madera.gov at 6:45 p.m. on March 12, 2026. _______________________
Alicia Gonzales, City Clerk
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
_________________________________ Agenda Number: _______ Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Public Hearing for the Program Year 2026/27 Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) Annual Action Plan RECOMMENDATION:
Conduct the public hearing and, by motion, approve the proposed allocations for the CDBG and HOME Annual Action Plan in the estimated amount of $1,582,670 SUMMARY:
The City is an entitlement grantee under the U.S. Department of Housing and Urban Development (HUD). HUD requires entitlement grantees to adopt a comprehensive, long-term plan known as the Five-Year Consolidated Plan (Con Plan). HUD annually allocates CDBG and HOME funding to participating jurisdictions. Each year, the City is eligible to apply for and receive the funds through the development and submittal of an Annual Action Plan (AAP), which addresses the needs identified in the Fiscal Years (FYs) 2025-2029 Con Plan.
The Program Year (PY) 2026/27 AAP is the 2nd of 5 Action Plans that will support FYs 2025-2029 Con Plan. The PY 2026/27 AAP proposes funding for projects. This funding consists of multiple funding resources including the current CDBG and HOME allocations, as well as unexpended Revolving Loan program income funds.
Staff is recommending acceptance of these funds to implement the projects outlined in the PY 2026/27 AAP.
for: A-1
RETURN TO AGENDA
DISCUSSION:
The FYs 2025-2029 Con Plan analyzes the City’s housing and community development needs, with a priority focus on low-and-moderate income individuals, households, and neighborhoods, and describes long term strategies for meeting those needs.
The local funding priorities identified through the community participation process for the FYs 2025-2029 Con Plan include:
Increase in Affordable Housing (advance the development of affordable housing and owner-occupied rehabilitation)
Enhance Public Improvements and Public Infrastructure (enhance the quality and use of Madera’s physical infrastructure)
Address Homeless Needs and Services (addressing the individual families that are experiencing homelessness and preventing others from becoming homeless) Improve Public Services (support services for lower income households to obtain and maintain standard affordable housing)
Community and Economic Development (enhance the economic well-being of all citizens through education and training, employment opportunities, and business development)
The City’s guidelines for the allocation and reallocation of funds include following the City’s Citizen Participation Process (CPP). The CPP includes issuing a notice providing the public 30 days to review and comment on the proposed funding and holding a public hearing regarding the proposed funding and its allocation. The City posted a notice of public comment on March 4, 2026. The public comment period concludes on April 4, 2026. As of the writing of this staff report, no public comments have been received. This item constitutes the required public hearing.
The AAP is a detailed document submitted yearly that outlines the specific goals, and objectives, and actions needed to achieve the strategic goals that were set in the Consolidated Plan.
The deadline to submit the PY 2026/27 AAP to HUD is May 15, 2026.
Funding Sources
CDBG
The City is a CDBG entitlement jurisdiction that receives an annual funding allocation. Each year, the City is eligible to apply for and receive the funds through the development and submittal of an AAP. Activities proposed in the AAP must support a local priority as defined in the FYs 2025- 2029 Con Plan and meet, at a minimum, one of the HUD’s National Objectives:
1. Benefit to low- and moderate-income (LMI) persons; or
2. Aid in the prevention or elimination of slums or blight; or
3. Meet a need having a particular urgency (referred to as urgent need).
HUD mandates the allocation of funds across three distinct categories, each subject to a specified maximum amount, as part of its expenditure requirements. The funding category allocation amounts must be based on the current year’s award. As of the Block Grant Commissions (BGC) quarterly meeting on March 2, 2026, PY 2026/27 allocations had not been released by HUD. It is expected that HUD will release the PY 2026/27 CDBG and HOME allocations on March 30, 2026.
Therefore, the BGC’stentative funding recommendations were based on the CDBY PY 2025/2026 allocation ($989,791).
The proposed funding allocations are provided in Table 1.
Table 1: Eligible funding categories and maximum funding Funding Categories Maximum %
per category
Projected
Maximum $
per category
Administration 20% $197,958
Public Service 15% $148,469
Capital Projects/Public Improvements No max. $643,364
Total 100% $989,791
Summary of Subrecipient Grant Applications and Council Allocations On December 8, 2025, the City released a Request for Funding Proposal (RFP) inviting eligible and interested entities to submit applications for the CDBG PY 2026/27 funding cycle. Thirteen applications were received. A summary of proposed allocations follows:
Administration
During its March 2, 2026 meeting, BGC members unanimously approved tentative allocation recommendations for the Administrative category in the amount $197,958. Table 2 below shows the proposed Administration allocations for Council’s consideration.
Table 2: Program Year 2026/27 Administration Applicants Applicant
Amount
Requested by
Applicants
BGC
Recommended
Allocations
City of Madera Action Plan Administration
Administration to Oversee the CDBG program $198,000 $182,958 CAPMC – Fresno Madera Continuum of Care
Point-in-Time Count Administration $15,000 $15,000
Total $213,000 $197,958
Public Service
The City received $440,000 in requests for Public Service funds. After deliberation, the BGC unanimously voted to approve tentative allocation recommendationsin the amount of $148,468.
Table 3 below shows the BGC’s tentative allocation recommendations for Public Services.
Table 3: Program Year 2026/27 Public Service Applicants Applicant
Amount
Requested by
Applicants
BGC
Recommended
Allocations
Community Action Partnership
Housing Stabilization $65,000 $30,000
Pequeños Empresarios
Madera Elevate $75,000 $0
Project Run Madera
Project Run Madera $20,000 $15,000
O.L.I.V.E. Charitable Organization
The Bennet House $15,000 $15,000
United Way-Fresno & Madera Counties
Community -Based Navigation and Support $50,000 $15,000 Madera County Food Bank
Food Access & Family Support Project $150,000 $43,468
City of Madera Parks Department
Madera Seniors Nutrition & Recreational Program $65,000 $30,000 Total $440,000 $148,468
Capital Projects/Public Improvements
The Capital/Public Improvements funding category for the PY 2026/27 includes two funding resources. The BGC unanimously approved tentative Capital/Public Improvement funding allocation recommendations at their meeting based on the CDBG funding estimate.
The City received four applications in this funding category for a total of $659,000. The approximate amount available for this funding category is $643,365. The BGC unanimously agreed to the proposed funding all four projects. Table 4 below provides funding detail for the Capital Project/Public Improvements funding proposals for Council consideration:
Table 4: Program Year 2026/27 Capital and Public Improvements Applicants Applicant Amount Requested by
Applicants
BGC Recommended
Allocations
City Public Works
Sidewalk and ADA Corner Ramp (2026) $230,000 $230,000
City of Madera Parks Department
Horseshoe Pits- Design $51,000 $51,000
City of Madera Parks Department
Clinton Street Widening $78,000 $78,000
City of Madera Parks Department
Demolition Project: Mexican-American &
CASA Buildings
$300,000 $384,365
Total $659,000 $643,365
Once HUD releases the PY 2026/27 CDBG allocation, proposed funding amounts will need to be modified. Generally, this change is within 10 percent of the current year CDBG entitlement amount of $989,791. Therefore, the PY 2026/27 CDBG entitlement allocation may range from approximately $890,812 to $1,088,770. Staff will adjust the allocations based on Council’s direction.
Unexpended Funds
During the Council meeting on February 18, 2026, staff provided an update on the CDBG Revolving Loan Fund (RLF) balance. The RLF program is administered by the Madera County Economic Development Commission (MCEDC). Given the growing CDBG-RLF balance, the City and MCEDC reached a mutual agreement on the level of CDBG-RLF funding. As a result of this agreement, $239,322 of CDBG-RLF program income is being returned to the City and is eligible for reallocation.
Revolving Loan program income may be repurposed to a CDBG eligible Capital/Public Improvement project. Staff is proposing the reallocation of the RLF program income balance to the Centennial Park Pool Complex Deck & Facility managed by the City’s Parks Department. Table 5 provides funding detail.
Table 5: Proposed Allocation of the CDBG-RLF Program Income Funding Source Reallocation Project Amount to
Reallocate
Proposed
Funding Total
CDBG-RLF
Program Income
City of Madera Parks
Centennial Park Pool $239,322 $239,322
It should be noted that the City Council has previously allocated funding for improvements to the City’s pool complex on two separate occasions. On May 17, 2023, the City Council allocated $215,000 to replaster two of the three pools within the complex. The third pool had been replastered several years earlier and therefore was not included in that project. The replastering work was subsequently completed.
Following completion of that project, the City Council allocated an additional $413,317 to address other pool improvements; including deck improvements, bathroom rehabilitation, and snack bar improvements. Subsequently, a leak within the pool system was identified. Since that time, staff has contacted multiple pool contractors to evaluate the issue. Contractors have indicated that the leak is difficult to pinpoint and that the age of the pool infrastructure may complicate repair efforts. As a result, there is uncertainty regarding the extent of the underlying issue and the effectiveness of isolated repairs. Staff followed by closing the pool this past summer and does not anticipate that it will reopen in time for this summer.
Given these circumstances, staff is requesting additional funding to further evaluate long-term options for the facility. This may include assessing the feasibility of redesigning portions of the pool complex to address the underlying infrastructure challenges and to ensure the facility remains functional and sustainable for future use.
Home Investment Partnership Program Funds
The City is an entitlement jurisdiction for the HOME Investment Partnerships Program (HOME) As with CDBG, the HOME entitlement allocation for the PY 2026/27 is expected to be within 10 percent of the current program year’s entitlement. The HOME annual allocation for the Program Year 2025/26 is $353,557. Therefore, the HOME allocation may range from approximately $318,201 to $388,912.
An eligible HOME project must be a form of an affordable housing activity and serve lowmoderate income families. Eligible activities for HOME funds are:
Housing rehabilitation
New construction of affordable housing units
Acquisition and rehabilitation
Multifamily projects
New construction
Down payment assistance programs
First-time homebuyer down payment assistance
Owner occupied rehabilitation
Tenant-based rental assistant programs
Predevelopment loans to CHDOs
The FYs 2025-2029 Con Plan found that affordable housing is the number one priority needed in the City. Therefore, the City is proposing Project HOME in the amount of $318,200.97. The activities tied to this project will work to preserve and expand the supply of affordable housing.
The remaining balance of $35,355.55 will be allocated to the administration of Project HOME.
Once HUD releases the PY 2026/27 HOME allocation, proposed funding amounts will be updated in the PY 2026/27 AAP.
FINANCIAL IMPACT:
This allocation will not have an impact on the General Fund. The City will administer the CDBG and HOME grants with current City staff. All of the CDBG and HOME monies mentioned in this staff report will be included in the Fiscal Year 2026/27 Proposed City Budget for Council consideration. It should be noted that failure to meet HUD’s submission deadline of May 15, 2026, may result in reduction or loss of federal funding.
ALTERNATIVES:
As an alternative, to the proposed funding recommendations, Council may:
1. Reject the proposed funding allocations.
2. Adjust the proposed funding allocations.
3. Develop new allocations.
ATTACHMENTS:
1. PY 2026/27 BGC Allocation Proposals
Activity Type
Estimated
Maximum
Allocation Proposal
Amount
Requested
Block Grant
Commission
Funding
Proposals
03/02/26
City Council
Proposals
03/18/26
City Council
Final
Funding
Allocations
05/06/26
Max. Remaining
Funds
Administration $ 197,958 City of Madera
CDBG Administration $ 198,000.00 $ 182,958.00
CAPMC Fresno Madera Continuum of Care
Point-In-Time Administration $ 15,000.00 $ 15,000.00
Total Administration: $ 213,000.00 $ 197,958.00 $ - $ - $197,958 Activity Type
Estimated
Maximum
Allocation Proposal
Amount
Requested
Block Grant
Commission
City Council
Tentative
City Council
Tentative
Max. Remaining
Funds
Community Action Partnerhsip
Housing Stabilization $ 65,000.00 $ 30,000.00
City Parks Dept.
Seniors Nutrition & Recreational Program $ 65,000.00 $ 30,000.00 O.L.I.V.E Charitable Organization
The Bennet House $ 15,000.00 $ 15,000.00
Pequenos Empresarios
Madera Elevate $ 75,000.00 $ -
Project Run
Project Run Madera $ 20,000.00 $ 15,000.00
United Way- Fresno & Madera Counties
Community-Based Navigation and Support $ 50,000.00 $ 15,000.00 Madera County Food Bank
Food Access & Family Support Project $150,000 $ 43,468.00 Total Public Services: $ 440,000.00 $ 148,468.00 $ - $ - $ 148,469 Activity Type
Estimated
Maximum
Allocation Proposal
Amount
Requested
Block Grant
Commission
City Council
Tentative
City Council
Tentative
Max. Remaining
Funds
City Public Works
Sidewalk and ADA Corner Ramp (2026) $ 230,000.00 $ 230,000.00 City Parks Dept.
Horseshoe Pits, Design $ 51,000.00 $ 51,000.00
City Parks Dept.
Clinton Street Widening $ 78,000.00 $ 78,000.00
City Parks Dept.
Demolition Project- Mexican American & Casa
Buildings $ 300,000.00 $ 284,365.00
Total Capital Projects/Public Improvements: $ 659,000.00 $ 643,365.00 $ - $ - $ 643,364 $ 989,791.00
Public Services $ 148,469
Total Projected Funding
Capital/Public
Improvements $ 643,364
City of Madera 2026/27 Proposed Allocations
Community Development Block Grant Programs and Projects S:\CDBG Program\PLANNING (Con AI Fair Housing AA)\Action Plans\2026-2027 Action Plan\Funding Proposals\Allocation Proposals _03.18.26CDBG 26-27 Funding Proposals __________________________________
Arnoldo Rodriguez, City Manager
REPORT TO CITY COUNCIL
Council Meeting of: March 18, 2026
Agenda Number:
SUBJECT:
Public hearing to amend the Community Development Block Grant (CDBG) 2025- 2026 Annual Action Plan
RECOMMENDATION:
Adopt a Resolution approving the amendment of the 2025-2026 CDBG Annual Action Plan to change the scope of work for the Centennial Park Pool Complex Deck & Facility SUMMARY:
The U.S. Department of Housing and Urban Development (HUD) announced the Program Year (PY) 2025/26 CDBG funding allocations on May 14, 2025. The City’s eligible allocation for the PY 2025/26 Annual Action Plan (AAP) is $989,791. Council approved the AAP allocations on August 13, 2025. This included an allocation in the amount of $413,317.15 to the City of Madera Parks Department, Centennial Park Pool Complex Deck & Facility project. Since the approval of this project, one of the pools at Centennial Pool Park became nonfunctional, resulting in closure of the Park. Consequently, the scope of work for this project is unattainable.
Staff is proposing an amendment to the City’s PY 2025-2026 AAP to revise the scope of work for this project.
DISCUSSION:
As a recipient of CDBG funding, the City is required to submit an AAP to HUD. The AAP provides a concise summary of the actions, activities and the specific federal and non-federal resources that will be used each year to address the priority needs and specific goals identified in the Consolidated Plan.
The PY 2025-2026 AAP includesfunding for the City Parks Department’s Centennial Pool Complex Approved by:
__________________________________
Michael Lima, Director of Financial Services
A-2
RETURN TO AGENDA
Deck & Facility Improvements project. The existing scope of work includes minor pool repairs, building rehabilitation, and pool amenities. The proposed scope of work includes major rehabilitation/repair of the pool to restore it to operable condition. There is no change in the funding award for this project.
The City’s guidelines for the allocation and reallocation of funds include following the City’s Citizen Participation Process (CPP). The CPP includes issuing a notice providing the public 30 days to review and comment on the proposed change to the scope of work of an existing project and holding a public hearing regarding the proposed change. The City posted a Notice of Public Comment on February 18, 2026. The public comment period concludes on March 18, 2026. As of the writing of this staff report, no public comments have been received. A public hearing is scheduled for March 18, 2026.
Staff is recommending Council approval to open a public hearing to comply with the citizen participation process for the amendment of the 2025-2026 AAP to revise the scope of work for the City Parks Department Centennial Pool Complex Deck & Facility Improvements.
FINANCIAL IMPACT:
There is no financial impact with the approval of this amendment. The PY 2025-2026 CDBG entitlement allocation was approved in the Fiscal Year 2025/26 Adopted Budget. However, not approving an amendment will impact timely expenditure of these funds and may impact the City’s ability to meet HUD’s Timeliness requirement for CDBG funds.
ALTERNATIVES:
As an alternative, Council may:
1. Request additional information prior to approving the initiation of the public hearing process.
2. Deny the request.
ATTACHMENTS:
1. Resolution
RESOLUTION NO. 26-___
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA APPROVING THE AMENDMENT OF THE PROGRAM
YEAR 2025-2026 COMMUNITY DEVELOPMENT BLOCK GRANT
ANNUAL ACTION PLAN TO REVISE THE SCOPE OF WORK FOR THE
CENTENNIAL PARK POOL COMPLEX DECK & FACILITIES PROJECT
WHEREAS, the City is a recipient of Community Development Block Grant (CDBG) funding and is required to submit an Annual Action Plan (AAP) to U.S. Department of Housing and Urban Development (HUD); and
WHEREAS, the City Council approved the Program Year (PY) 2025/26 CDBG Annual Action Plan on September 17, 2026; and
WHEREAS, after the approval and submission of the PY 2025/26 CDBG AAP, a leak within the pool system was identified and consequently the pool became nonfunctional; and WHEREAS, the original scope of work provided for minor repair and rehabilitation on the deck surface as well as building improvements and pool amenities; and WHEREAS, the original scope of work as described is not attainable at this time; and WHEREAS, on February 18, 2026, a 30-day public comment period began initiating the citizen participation process to amend the PY 2025-2026 AAP to reflect a revised scope of work including major rehabilitation/repair of the pool, including both design and construction costs, to restore it to operable condition; and
WHEREAS, on March 18, 2026, a public hearing was opened and no public comments objecting to the revised scope of work were received; and WHEREAS, staff recommends approval to amend the PY 2025-2026 CDBG AAP to revise the scope of work for the City Parks Department’s Centennial Pool Complex Deck & Facility Improvements project.
NOW THEREFORE, the City Council of the City of Madera hereby finds, orders and resolves as follows:
1. The foregoing recitals are true and correct and are incorporated herein by reference.
2. The City Council approves amendment of the PY 2025-2026 City of Madera CDBG AAP.
3. This resolution is effective immediately upon adoption *****
City of Madera
2025/26 Fiscal Year
Community Development Block Grant and HOME Investment
Partnership Program
Annual Action Plan
Attachment 2
City of Madera CDBG and HOME Annual Action Plan
2 | Page
Amendments
March 18, 2026 - Amendment #1, Page 18: Revising the scope of work for the City Parks Department - Centennial Pool Complex Deck & Facility Improvements activity awarded in Program Year 2025/26. The amendment proposes changing the existing scope of work from pool repairs, building rehabilitation, and pool amenities to complete rehabilitation/replacement of existing pool structures.
There is no change in the award amount of $413,317.15.
City of Madera CDBG and HOME Annual Action Plan
3 | Page
Expected Resources
AP-15 Expected Resources – 91.220(c)(1,2)
Introduction
The City’s total Program Year 2025/26 eligible funding total is $999,791 and includes three financial resources:
1. The City’s CDBG annual entitlement award in the amount of $989,791.
2. The City’s HOME entitlement allocation in the amount of $353,556.54.
3. The City’s Prior Year’s Resources: Unexpended balance from the 2024/25 Program Year in the amount of $10,000.
Anticipated Resources
The table below provides detail related to the financial resources the City expects to receive during the 2025/26 Program Year (PY).
City of Madera CDBG and HOME Annual Action Plan
4 | Page
Program Source
of Funds
Uses of
Funds
Expected Amount Available Year 1 Expected
Amount
Available
Remainder
of ConPlan
$
Narrative
Description
Annual
Allocation:
$
Program
Income: $
Prior Year
Resources: $
Total:
$
CDBG public -
federal
Acquisition
Admin and
Planning
Economic
Developmen
t
Housing
Public
Improvemen
ts
Public
Services
989,791.00 $4,000 $10,000
$1,003,791 $3,975,164
The City was
allocated $989,791
for the 2025/26 PY.
The City anticipates
receiving
approximately
$4,000 in program
income from
outstanding
Revolving Loan
Program recipients
throughout the PY.
The City will be
reallocating
$10,000 of
unexpended funds
from the Program
Year 2024/25.
These funds will be
allocated towards
the Jim Taubert
Park.
City of Madera CDBG and HOME Annual Action Plan
5 | Page
HOME
public -
federal
Admin and
Planning
Housing
$353,556.54
0.00 0.00
$353,556.54 $1,414,220
The City was
allocated
$353,556.54 for the
2025/26 PY.
Table 1 - Expected Resources – Priority Table
Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied
The City does not have a matching fund requirement for either the CDBG or HOME programs.
City of Madera CDBG and HOME Annual Action Plan
6 If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan
Discussion
The City of Madera Parks Department was awarded $1,990,000 for constructing a new park from multiple state funding sources.
Currently, the City Parks Department is in the procurement phase of developing a new park, James Taubert Park. To support the City’s timeliness and meet local needs, unexpended funds from Program Year 2024/25 in the amount of $10,000 will be reallocated to support this project.
The City could also use some CDBG funding to acquire such land over the course of the planning period. With the recently awarded HOME funds, the City may consider the use of public land for the development of affordable housing units.
Discussion
The projects described above support two of the goals identified in the 2025/29 Consolidated Plan.
The highest local need is increase of the affordable housing stock. HOME funds will be used toward increasing housing stock and/or improving the existing housing stock in the community. This may be met through the implementation of an owner-occupied rehabilitation program and/or through the development of new affordable housing.
Increasing assets in the community is also a non-housing goal established in the 2025/29 Consolidated Plan. The addition of a public park in an underserved area is in line with this goal.
City of Madera CDBG and HOME Annual Action Plan
7 Annual Goals and Objectives
AP-20 Annual Goals and Objectives
Goals Summary Information
The City is obligated to identify annual goals that support the current Consolidated Plan. The table below provides detail related to the goals for the 2025/6 PY.
City of Madera CDBG and HOME Annual Action Plan
8 Sort Order Goal Name Start
Year
End
Year
Category Geographic
Area
Needs
Addressed
Funding Goal Outcome
Indicator
1 Low- to
moderateincome citizens
will have
access to safe,
decent, and
affordable
housing
2025 2029 Affordable
Housing
City of
Madera
City limits
Housing needs CDBG:
HOME:
$318,200
Housing benefit:
4 persons assisted
2 Improve the
quality and
access to
programs and
facilities for
health and
safety,
transportation,
and recreation
services
2025 2029 Nonhomelessness
special needs
City of
Madera
City limits
Public services CDBG:
$$55,022.45
1,700 persons assisted
City of Madera CDBG and HOME Annual Action Plan
9 3 Enhance the
economic wellbeing of all
citizens
through
education and
training,
employment
opportunities,
and business
development
2025 2029 Non-housing
Community
Development
City of
Madera
City limits
Community
and economic
development
CDBG:
$33,446.20
30 persons assisted
4 Enhance the
quality and use
of the physical
infrastructure
of Madera
2025 2029 Non-housing
Community
Development
City of
Madera
City limits
Public
improvements
and public
infrastructure
CDBG:
$643,364.15
Prior Year’s
Resources:
$10,000
Households:
10,000
5 Prevent and
reduce
homelessness
2025 2029 Homeless City of
Madera
City limits
Homeless
needs and
services
CDBG:
$60,000
Homelessness
prevention: 34 people
assisted
6 Administration 2025 2029 Administration City of
Madera
City Limits
Housing Needs
Community
Services
Public
Improvements
and Public
Infrastructure
Homeless
Needs and
Services
CDBG: $
198,758.20
HOME:
$35,355.55
Other: 0 Other
Table 2 – Goals Summ
City of Madera CDBG and HOME Annual Action Plan
10 Goal Descriptions
1 Goal Name Goal 1: Low-to moderate- income citizens will have access to safe, decent, and affordable housing.
Goal
Description
The activities tied to this goal will work to preserve and expand the supply of affordable housing for different population groups within the City.
2 Goal Name Goal 2: Improve the quality and access to programs and facilities for health and safety, transportation and recreation services.
Goal
Description
Will help to address basic needs as well as provide important services to the community. 3 Goal Name Goal 3: Enhance the economic well-being of all citizens through education and training, employment opportunities, and business development.
Goal
Description
The activities tied to this goal will work to increase residents’ job readiness through skill training, promotion of business, educational opportunities, and other strategies that may serve low-income populations in their attempts to seek economic opportunities.
4 Goal Name Goal 4: Enhance the quality and use of the physical infrastructure of Madera Goal
Description
The investment in publicly owned facilities and infrastructure improves the community and neighborhoods in which they serve. This investment directly impacts housing development and economic growth of communities. The activities tied to this goal may include improvements to parks, streets, sidewalks, lighting, ADA accessibility, among other infrastructure and/or facilities that serve residents. 5 Goal Name Goal 5: Prevent and Reduce Homelessness
Goal
Description
The activities tied to this goal will support getting individuals and families out of homelessness as well as preventing individuals and families from becoming homeless. 6 Goal Name Administration
Goal
Description
Provide Administrative Services to Achieve Madera 2025-2029 Consolidated Plan Goals City of Madera CDBG and HOME Annual Action Plan
11 Projects
AP-35 Projects – 91.220(d)
Introduction
Projects
# Project Name
1 City of Madera CDBG Admin 25/26
2 City of Madera HOME Admin 25/26
3 CAPMC Administration- Fresno Madera Continuum of Care, PIT Count 4 OLIVE Charitable Organization- The Bennet House
5 City Parks Department- Seniors Nutrition & Recreational Programs 6 Community Action Partnership- Housing Stabilization
7 Madera Coalition for Community Justice- Youth Environmental Stewardship Project 8 Madera County Workforce- In-home Child Care
9 Project Run Madera
10 City Public Works- Sidewalk and ADA Corner Ramp (2025) 11 City Parks Department- Centennial Park Pool
12 James Taubert Park
13 Project HOME
Table 3 - Project Information
City of Madera CDBG and HOME Annual Action Plan
12 Describe the reasons for allocation priorities and any obstacles to addressing underserved needs The projects that were prioritized were housing, homelessness, and infrastructure. These priorities were identified through the data analysis and citizen participation feedback for the 2025/29 Consolidated Plan. While there are several constraints to meeting the needs of low-income residents, the primary obstacle is that there is a lack of funding to fully address all needs. The economic challenges facing the nation have forced many nonprofits to cut services at a time when governmental entities and others are least able to provide them.
13 AP-38 Project Summary
Project Summary Information – Proposed
1 Project Name City of Madera CDBG Admin 25/26
Target Area City of Madera city limits
Goals Supported Goal 6: Administration
Needs Addressed Housing Needs
Community Services
Public Improvements and Public Infrastructure
Homeless Needs and Services
Funding CDBG: $177,958.20
Description The City of Madera provides full oversight of the CDBG program.
Administrative funding will be applied to personnel costs associated with providing such oversight. Examples of operating tasks associated with oversight include: subrecipient invoice processing, subrecipient monitoring, revising policies and procedures, and daily program management tasks.
Target Date 6/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
This activity provides administration oversight of the CDBG program; therefore, an estimated number of participants isn't proposed.
Location Description CDBG staff are housed at the City of Madera, City Hall building.
Planned Activities CDBG administration includes all program monitoring of subrecipients of CDBG funds and grantee oversight of the annual CDBG allocation.
2 Project Name City of Madera HOME Admin 25/26
Target Area City of Madera city limits
Goals Supported Goal 6: Administration
Needs Addressed Housing Needs
14 Funding HOME: $35,355.55
Description The City of Madera provides full oversight of the HOME program. Administrative funding will be applied to personnel costs associated with providing such oversight.
Target Date 06/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
This activity provides administration oversight of the CDBG program; therefore, an estimated number of participants isn't proposed.
Location Description HOME staff are housed at the City of Madera, City Hall building.
Planned Activities HOME administration includes all program development and implementation. It involves reimbursement processing and monitoring of the HOME grant for compliance.
3 Project Name CAPMC Administration- Fresno Madera Continuum of Care, PIT Count
Target Area City of Madera city limits
Goals Supported Goal 6: Administration
Needs Addressed Community Services
Funding CDBG: $20,000.00
Description The Fresno Madera Continuum of Care (FMCoC) works collaboratively to reduce homelessness within Madera and Fresno Counties. Community Action Partnership of Madera County, Inc. is applying for CDBG funding in order to continue to pay for membership to the FMCoC in order to have 2 CAPMC staff to attend the FMCoC meetings which are held once a month. CAPMC has remained an active member in good
standing with the FMCoC and is also an active participant on the FMCoC, board thanks to the CDBG funding.
Target Date 6/30/2026
15 Estimate the number
and type of families
that will benefit
from the proposed
activities
Administration for the program focusses on assessing the homeless need in the community. This assessment comes in the form of a Point In Time count. However, the PIT count is not funded by the CDBG grant. Staff paid for through this grant prepare for the annual PIT count.
Location Description Staff are housed at the Community Action Partnership office.
Planned Activities This grant pays for the planning of an annual homeless point in time survey count survey as well as staff participation in the Fresno Madera Continuum of Care.
4 Project Name OLIVE Charitable Organization- The Bennet House Target Area City of Madera city limits
Goals Supported Goal 5: Prevent and Reduce Homelessness Needs Addressed Homeless Needs and Services
Funding CDBG: $15,000.00
Description Olive Charitable Organization is an anti-trafficking agency that was founded by law enforcement in 2015. OLIVE offers safe housing, case management and advocacy to victims of human sex trafficking locally. The goal is to provide safety and assistance navigating through the different available resources to each client. The services are 'client centered' in that clients are encouraged to choose their own recovery pathway. A
'program' is not offered in the safe house, instead clients are offered a platform for supportive services for recovery. Tenants in the safe house are required to undergo random and regular drug and alcohol testing, progression in their services of choice, and random room inspections. OLIVE assists with maintaining all parole, probation and court orders as well. Deviation from these orders by clientele in not allowed. Measurements for success differ from each client as each person is different. Other activities promoted are education to the general public or any government or non-government agency and an outreach
education related to trafficking and sexual exploitation to purchasers of commercial sex. OLIVE also hosts awareness campaigns such as the 'Red Sand Project'.
Target Date 6/30/2026
16 Estimate the number
and type of families
that will benefit
from the proposed
activities
Approximately 24 individuals are expected to be served by this project. The individuals are victims of human trafficking. On occasion, a child is housed along with the parent.
Location Description The services rendered are to victims living in the city limits of Madera.
Planned Activities OLIVE will provide temporary, transitional safe housing for victims of human sex trafficking. The goal of the project is to connect clients to available resources that will enable them to become self-sufficient. Resources included but are not limited to drug/alcohol rehabilitation, licensed therapy for trauma, life coaching, transportation, assistance with probation/parole, assistance through court ordered services, obtaining proper identification, medical services, and applying for
employment/school assistance.
5 Project Name City Parks Department- Seniors Nutrition & Recreational Programs
Target Area City of Madera city limits
Goals Supported Goal 2: Improve the quality and access to programs and facilities for health and safety, transportation, and recreation services Needs Addressed Community Services
Funding CDBG: $40,022.45
Description The City of Madera Parks & Community Services Department offers a wide range of programs and services to enhance the quality of life of the senior citizens aged 60 and over living in Madera. The Frank Bergon Senior Center and The Pan-American Community Center provide a wide range of services and
programs to the community. These include educational
opportunities, health and wellness classes, volunteer
opportunities, social events, nutrition education and meals, games, arts and crafts, one-day trips and excursions, as well as access to a library and computer lab.
Target Date 6/30/2026
17 Estimate the number
and type of families
that will benefit
from the proposed
activities
Approximately 1,200 seniors who reside in the community will benefit from this project.
Location Description Activities for this project take place at the John Wells Youth Center. The Center is located in a residential disadvantaged area of the community. Additionally, there are Public Housing senior apartments within walking distance of the Center
Planned Activities The project will provide congregate meals, exercise and wellness classes, technology classes, and educational classes.
Additionally, the participants will take part in a Senior Health & Wellness Fair that is focused on ageing. Educational day trips are also provided.
6 Project Name City Public Works- Sidewalk and ADA Corner Ramp (2025) Target Area City of Madera city limits
Goals Supported Goal 4: Enhance the quality and use of the physical infrastructure of Madera
Needs Addressed Public Improvements and Public Infrastructure Funding CDBG: $230,047.00
Description This activity will provide maintenance and repair of existing pedestrian facilities including sidewalks, access curb ramps, and drive approaches.
Target Date 6/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
An estimated 37,465 low-moderate income individuals are expected to benefit from this activity.
Location Description The project includes various location in the City of Madera within CDBG eligible census tracts.
Planned Activities The project includes necessary emergency and minor rehabilitation of sidewalks of 100 yards or more annually. 18 7 Project Name City Parks Department- Centennial Park Pool Complex Deck & Facility Improvements
Target Area City of Madera city limits
Goals Supported Goal 4: Enhance the quality and use of the physical infrastructure of Madera
Needs Addressed Public Improvements and Public Infrastructure Funding $413,317.15
Description Centennial Park Pool Complex is located at the John Wells Youth Center. The original scope of work approved in the original version of the 2025/26 AAP included minor repair and
rehabilitation on the deck surface as well as building
improvements and pool amenities. In March 2026, the scope of work was amended. After the submission of the original
2025/26 AAP to HUD, a leak within the pool system was
identified. As a result, the pool became nonfunctional. The scope of work is amended to include major rehabilitation/repair of the pool to restore it to operable condition. This is inclusive of both design and rehabilitation costs required to restore the pool to operable condition.
Target Date 6/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
This project will assist approximately 5,793 people
Location Description The Centennial Pool is located at the John Wells Youth Center which is located in a low-moderate income residential area. It is in walking distance from Public Housing apartments.
Planned Activities Repairs and rehabilitation work at the Centennial Pool Complex located at the John Wells Youth Center.
8 Project Name Community Action Partnership- Housing Stabilization Target Area City of Madera city limits
Goals Supported Goal 5: Prevent and Reduce Homelessness 19 Needs Addressed Homeless Needs and Services
Funding CDBG: $45,000
Description The number of people experiencing homelessness in Madera County continues to be an issue and has become a crisis.
Community Action Partnership of Madera County, Inc. (CAPMC) intends to provide assistance such as outreach services, emergency housing, and deposit and rental assistance to individuals and families that find themselves homeless or at-risk of becoming homeless. For those individuals and families found during outreach efforts that find themselves homeless, CAPMC will assist with providing temporary emergency housing.
Because some homeless individuals have emotional support animals, funding will also be used to pay for pet fees charged by the motels. For those individuals and families that are in need of assistance to keep their housing, for example, have fallen behind on rent or are in need of assistance with a deposit in order to move into housing, CAPMC will assist with prevention and diversion, assisting with the amount to help get them caught up with rent or moved in. This funding will also be utilized to assist those that are hard to place due to a variety of circumstances such as domestic violence cases.
Target Date 6/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
A total of 10 low-moderate income individuals/households will be served by this project.
Location Description The Community Action Partnership of Madera County office is centrally located within the City. This allows easy access to individuals in need.
Planned Activities This project will pay for emergency housing (hotel stays) for those individuals/households that have exhausted all other means of assistance.
9 Project Name Madera Coalition for Community Justice- Madera Microenterprise Education Project
20 Target Area City of Madera city limits
Goals Supported Goal 3: Enhance the economic well-being of all citizens through education and training, employment opportunities, and business development
Needs Addressed Economic Development/Community Services Funding CDBG: $15,000
Description The project seeks to provide knowledge of business ownership fundamentals, rules and regulations and licensing and permit requirements.
Target Date 6/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
This program aims to assist a total of 20 individuals.
Location Description This program is located within the City of Madera.
Planned Activities MMEP will provide guidance for entrepreneurs in areas such as:
business ownership fundamentals, rules and regulations and licensing permit requirements.
10 Project Name Madera County Workforce Investment Corporation- In home Child Care Pilot Program
Target Area City of Madera Limits
Goals Supported Goal 3: Enhance the economic well-being of all citizens through education and training, employment opportunities, and business development
Needs Addressed Economic Development/Community services Funding $18,446.20
Description This program will offer scholarships to individual to get a CA State license to become an in-home day care provider
Target Date 6/30/2026
21 Estimate the number
and type of families
that will benefit
from the proposed
activities
This program aims to assist a total of 10 individuals.
Location Description This program is located within the City of Madera.
Planned Activities Madera County Workforce Investment Corporation will offer scholarships to support training for home-based childcare entrepreneurs through Nurture, a 501(c)3 and Community
Development Financial Institution. Successful completion of this on-line 12-week program will result in a CA State license to become an in-home day care provider with the opportunity to access start-up capitol upon completion. The program will ensure that low-come underserved residents have equitable access to the workforce system.
11 Project Name Project Run Madera
Target Area City of Madera city limits
Goals Supported Improve the quality and access to programs and facilities for health and safety, transportation, and recreation services Needs Addressed Community Services
Funding CDBG: $15,000
Description The project provides running resources such as running shoes, shorts, shirts and sports bras to middle & high school runners; we also host community events such as our summer track clinic for grade k-12, where athletes learn and improve track skills.
Purposes of project is to keep the youth off the streets, in the sport of running, and ultimately school.
Target Date 6/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
It is estimated this allocation will assist 500 children within the City of Madera.
22 Location Description This will assist middle school and high school students in the City of Madera.
Planned Activities Project Run Madera provides running resources such as running shoes, shorts, shirts and sports bras to middle & high school runners.
12 Project Name James Tauber Park
Target Area City of Madera city limits
Goals Supported Goal 2: Improve the quality and access to programs and facilities for health and safety, transportation, and recreation services Needs Addressed Residents in an underserved area will gain access to a new park which increase access to recreation services.
Funding $10,000
Description The scope of work for the James Taubert Park includes demolition and site preparation, providing site amenities and features, site utilities, concrete and playground installation, surfacing, shade structures, planting and irrigation, and drainage. The CDBG funds will support the scope of work for this project.
Target Date 06/30/2026
Estimate the number
and type of families
that will benefit
from the proposed
activities
There are 4,295 low-moderate income residents in the census block of the exact location of the park and immediately adjacent to the north of the proposed project location.
Local Description The park will be built in an underserved area in the eastern side of Madera.
Planned Activities Funds will be applied toward the design and development of the park.
13 Project Name Project HOME
Target Area City of Madera city limits
Goals Supported Goal 1: Low- to moderate-income citizens will have access to safe, decent, and affordable housing
23 Needs Addressed The activities tied to this goal will work to preserve and expand the supply of affordable housing for different population groups within the City.
Funding HOME: 318,200.97
Description Project HOME will serve low-to-moderate-income households through the development of affordable housing and/or through rehabilitating existing housing stock. The City is in the planning phase of planning for affordable housing development but understands the need to increase/improve housing stock.
Therefore, this project is designed to develop housing and/or rehabilitate existing housing.
Target Date 06/30/26
Estimate the number
and type of families
that will benefit
from the proposed
activities
4 Location Description City limits of the City of Madera Planned Activities Acquisition, development, or rehabilitation of housing stock. 24 AP-50 Geographic Distribution – 91.220(f)
Description of the geographic areas of the entitlement (including areas of low-income and minority concentration) where assistance will be directed The City of Madera does not direct assistance geographically.
Geographic Distribution
Target Area Percentage of Funds
City of Madera City Limits 100
Table 4 - Geographic Distribution
Rationale for the priorities for allocating investments geographically The rationale is driven by Madera's identified priority needs. All CDBG funds are allocated either to city-wide services and programs or withing eligible census tracts.
Discussion
The City has not designated specific geographic areas within its jurisdiction to target or provide direct assistance.
25 Affordable Housing
AP-55 Affordable Housing – 91.220(g)
Introduction
The City understands the critical need to increase the affordable housing stock as well as assist in maintaining housing and/or prevent homelessness. There are two programs funded with CDBG monies and one funded with HOME monies this PY. The CDBG program will fund the OLIVE Charitable Organization and Community Action Partnership of Madera County. While the HOME program will fund Project HOME.
Details related to the goals of each activity are in the tables below.
One Year Goals for the Number of Households to be
Supported
Homeless 34
Non-Homeless
Special-Needs
Total
Table 5 - One Year Goals for Affordable Housing by Support Requirement One Year Goals for the Number of Households Supported
Through
Rental Assistance
The Production of New Units 2
Rehab of Existing Units 2
Acquisition of Existing Units
Total
Table 6 - One Year Goals for Affordable Housing by Support Type Discussion
The reduction or prevention of homelessness is one of the highest rated local needs in the 2025-2029 Consolidated Plan.
The CDBG program is funding two programs that support housing security and reduction/homeless prevention. The goal is to assist a total of 34 persons across both programs.
The HOME funds will be used to target the highest rated need, affordable housing. The City 26 recognizes the need to work toward this goal. While the production of affordable housing is time-consuming, the City intends on supporting this need through a two-pronged approach: 1) affordable housing development and 2) restoration/rehabilitation of existing housing stock. A total of 4 households may be served by this project.
27 AP-60 Public Housing – 91.220(h)
Introduction
Actions planned during the next year to address the needs to public housing Public housing needs are addressed through the Housing Authority of the City of Madera (HACM). The HACM is independent of the City of Madera, and the City retains no control over its funding or implementation programs.
Actions to encourage public housing residents to become more involved in management and participate in homeownership
During the stakeholder meetings held for the development of this Action Plan, HACM staff highlighted the impact of the shortage of affordable housing units. While, they have voucher availability, it is difficult for those clients to located affordable housing units.
Staff will continue strategizing with HACM staff during the 2025/26 PY to discuss how to effectively address public housing needs as described in the HACM Public Housing Annual Plan and those identified in the City’s 2025-2029 Consolidated Plan. Specifically, the City is actively participating in multiple community groups in partnership with the HACM including Housing our Homeless and Strategic Housing Needs.
If the PHA is designated as troubled, describe the manner in which financial assistance will be provided or other assistance
The Housing Authority is not designated as troubled and is in good standing under 24 CFR 902.
Discussion
For any additional information or inquiries about the Housing Authority's Public Housing Plan, requests can be sent to 205 North "G" Street, Madera, CA 93637. 28 AP-65 Homeless and Other Special Needs Activities – 91.220(i) Introduction
The City's strategy related to the needs of the homeless, those at risk of homelessness, and other special needs populations is focused on providing funding to the Fresno/Madera Continuum of Care (FMCoC).
Describe the jurisdictions one-year goals and actions for reducing and ending homelessness including
In the 2025/26 Annual Action Plan, the City will be providing funding to the Community Action Partnership of Madera County (CAPMC) to continue its participation in the FMCoC.. This funding supports the FMCoC annual Point-in-Time survey count, which assesses the needs of the homeless population. It will also support FMCoC outreach and education efforts to make sure homeless individuals and those at-risk of becoming homeless are aware of the resources available to them.
Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs
CAPMC works closely with the FMCoC to help address reaching a functional zero with homelessness. Currently, the FMCoC has a by-name registry list that includes all homeless individuals encountered that are willing to complete a Vulnerability-Index Service Prioritization Decision Tool survey. The survey prioritizes the vulnerability of the individual on the basis of chronic homelessness, medical history, mental health issues, substance use history, veteran status, and various other factors. The target is to be able to coordinate housing the most vulnerable and the most chronic homeless in housing program vacancies. The FMCoC currently operates the Multi-agency Access Program Point (MAPP), located in Fresno that is a one-stop service and referral for all homeless. The FMCoC is working to establishing a MAPP in Madera County to enhance the utilization of the coordinated entry and by-name registry list.
Addressing the emergency shelter and transitional housing needs of homeless persons The FMCoC applies for and receives almost $6 million annually in HUD homeless funds.
Providing CDBG funding for CAPMC participation in the FMCoC will ensure that Madera remains eligible for HUD funds to address homelessness.
Additionally, the Madera Rescue Mission is a subrecipient of Permanent Local Housing Allocation (PLHA) funds. The Mission provides emergency and rapid rehousing services. During the 2022/23 program year, the City of Madera awarded the mission monies for the facility 29 improvements and ongoing operation costs. The mission has not exhausted these funds and will continue these improvements during this PY.
Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again
Homelessness is a challenging obstacle to address. Through partnership with CAPMC, the City will collaborate efforts towards reducing the homeless population and recidivism back into a homeless state. The City is encouraged by CAPMC’s program focus on transitional housing.
As previously mentioned, the Madera Rescue Mission also assists homeless persons in transitioning to permanent housing. During the 2023/24 the Mission announced the availability of six Tiny Homes. These homes serve as a source of transitional/rapid rehousing. Case management is provided to the persons living in these homes.
Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); or, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs.
The funding for the FMCoC will support efforts to bring community awareness to the homeless populations and provide outreach and education on the resources available for residents at-risk of becoming homeless. The Homeless Awareness Day Event in the City of Madera is a good example of this outreach and education.
Discussion
The City recognizes the need for strong and ongoing partnerships to continue the efforts in reducing and preventing homelessness. As one of the highest needs in the community, it is imperative to collaborate with local stakeholders, share assets, and strategize as a community to work toward this goal.
30 AP-75 Barriers to affordable housing – 91.220(j)
Introduction:
Market and governmental factors pose constraints to the provision of adequate and affordable housing. These factors tend to disproportionately affect lower-income households due to their limited resources for absorbing the costs. Local jurisdictions have little influence over the market factors, such as the cost of labor and construction materials, cost of land, and the availability of financing, or statewide and national policies, such as prevailing wage requirements and environmental protection. As discussed in the Market Analysis, other local factors that could impede affordable housing development include:
• Land Use Controls
• Residential Development Standards
• Off-site Improvement Requirements
• Permit and approval process
Actions it planned to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment
The City is undertaking several actions to reduce potential barriers and constraints to affordable housing, as well as promote housing for special needs populations. In its 2024 – 2023 Housing Element, the City describes planned efforts to mitigate housing barriers. These include the following:
• In February 2025, the City updated its Accessory Dwelling Unit (ADU) Ordinance to encourage ADU production.
• The address the time constraint in the planning review and processing timeline, the City has developed an expedited permit processing for qualifying affordable housing projects.
• Finally, to streamline the development review and impact fee process, the City has compiled all development standards in an easily accessible online location.
Discussion:
The City is aware of the barriers to affordable housing and the impact it has on the community.
Correcting these issues would work toward reducing the barriers to accessing affordable housing. The impact of the above-mentioned changes will be continuously monitored and 31 assessed.
32 AP-85 Other Actions – 91.220(k)
Introduction:
The City of Madera uses a range of strategies to address the housing, homeless, and community development goals identified in the Consolidated Plan. This section discusses actions planned to foster and maintain affordable housing, to reduce lead-based paint hazards, to reduce the number of poverty-level families in Madera, and to coordinate activities in these areas with other entities.
Actions planned to address obstacles to meeting underserved needs The primary obstacle to meeting underserved needs is the limited amount of Federal, State, and local resources available to meet the many needs in the community. The City of Madera will continue to pursue State and Federal resources as available to meet underserved needs and support efforts of nonprofits serving the community.
Actions planned to foster and maintain affordable housing The City will continue to foster and maintain affordable housing through the following programs:
• The Downpayment Assistance Program for First Time Homebuyers • Counseling for first time homebuyers
• The Owner-Occupied Residential Rehabilitation Program • HOME investment partnership program
Actions planned to reduce lead-based paint hazards
Lead-based paint hazards are identified and abated prior to construction or close of escrow when the City assists a housing unit built before 1978. Also, the City will continue to provide deferred, zero-interest loans through the Owner-Occupied Residential Rehabilitation Program (OOR) to abate lead-based paint hazards.
Actions planned to reduce the number of poverty-level families The City’s anti-poverty strategy is based on addressing and preventing homelessness and providing a range of employment opportunities and supportive services aimed at enabling those in poverty to move into the workforce. For the 2025/26 PY, four activities are proposed 33 for funding to address this need. These activities are:
• The Community Action Partnership of Madera County and Fresno- Housing Stabilization Project
• OLIVE Safe House Project
• Madera County Workforce- In-home Child Care Pilot Program Project • Madera Coalition for Community Justice- Madera Microenterprise Education Project Actions planned to develop institutional structure
Actions planned to enhance coordination between public and private housing and social service agencies
The City of Madera also relies on the non-profit service sector to provide emergency shelter and transitional housing. The City of Madera will continue to support eligible organizations and their activities with local, state and federal funding as it’s made available and upon their governing entity’s approval.
Discussion:
The City’s anti-poverty plan is focused on promoting the work force and increasing access to direct services. In this manner, persons in the community will benefit from job training and/or employment. Direct services will support the employment. Together, these strategies can assist in reducing poverty in the community.
34 Program Specific Requirements
AP-90 Program Specific Requirements – 91.220(l)(1,2,4)
Introduction:
The City of Madera strives to allocate CDBG funding to low-moderate income residents. The City has allocated all anticipated revenues in the PY 2025/26 Annual Action Plan.
Community Development Block Grant Program (CDBG)
Reference 24 CFR 91.220(l)(1)
Projects planned with all CDBG funds expected to be available during the year are identified in the Projects Table. The following identifies program income that is available for use that is included in projects to be carried out.
1. The total amount of program income that will have been received before the start of the next program year and that has not yet been reprogrammed 248220.02
2. The amount of proceeds from section 108 loan guarantees that will be used during the year to address the priority needs and specific objectives identified in the grantee's strategic plan
3. The amount of surplus funds from urban renewal settlements
4. The amount of any grant funds returned to the line of credit for which the planned use has not been included in a prior statement or plan.
5. The amount of income from float-funded activities
Total Program Income: $4,000
Other CDBG Requirements
1. The amount of urgent need activities.
2. The estimated percentage of CDBG funds that will be used for activities that benefit persons of low and moderate income:
100%
HOME Investment Partnership Program (HOME)
Reference 24 CFR 91.220(l)(2)
1. A description of other forms of investment being used beyond those identified in Section
92.205 is as follows:
The City of Madera will not use HOME funds for anything other than the eligible activities identified in section 92.205.
2. A description of the guidelines that will be used for resale or recapture of HOME funds 35 when used for homebuyer activities as required in 92.254, is as follows:
The City just became a HOME participating jurisdiction and is still in the process of developing HOME investment partnership program guidelines. However, they will closely relate to the City’s current CalHOME guidelines.
3. A description of the guidelines for resale or recapture that ensures the affordability of units acquired with HOME funds? See 24 CFR 92.254(a)(4) are as follows:
As previously mentioned, HOME guidelines are still in the process of being developed since the City just became a participating jurisdiction.
4. Plans for using HOME funds to refinance existing debt secured by multifamily housing that is rehabilitated with HOME funds along with a description of the refinancing guidelines required that will be used under 24 CFR 92.206(b), are as follows:
As the City updates it existing Calhome guidelines, the refinancing of debt will be included to comply with 24 CFR. 92.206.
5. If applicable to a planned HOME TBRA activity, a description of the preference for persons with special needs or disabilities. (See 24 CFR 92.209(c)(2)(i) and CFR 91.220(l)(2)(vii)).
The City is not planning to implement a TBRA project.
6. If applicable to a planned HOME TBRA activity, a description of how the preference for a specific category of individuals with disabilities (e.g. persons with HIV/AIDS or chronic mental illness) will narrow the gap in benefits and the preference is needed to narrow the gap in benefits and services received by such persons. (See 24 CFR 92.209(c)(2)(ii) and
91.220(l)(2)(vii)).
As mentioned, the City is not planning a HOME TBRA program.
7. If applicable, a description of any preference or limitation for rental housing projects. (See 24 CFR 92.253(d)(3) and CFR 91.220(l)(2)(vii)).
Note: Preferences cannot be administered in a manner that limits the opportunities of persons
The City is not implementing any preference or limitation for rental housing projects.
Discussion:
The City will use all CDBG and HOME funds to assist low, moderate-income individuals. CDBG and HOME policies and procedures are continuously reviewed for compliance. Special requirements for both programs are reviewed by staff for understanding and implementation.
REPORT TO CITY COUNCIL
Approved by:
_________________________________
Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Adopt a Resolution Approving the Community Development Block Grant COVID 19 (CDBG-CV) Subrecipient Agreement
RECOMMENDATION:
Adopt a Resolution Approving the CDBG-CV Subrecipient Agreement for Services for $256,050.21 with the City of Madera Parks Department for the construction of a basketball court at Rotary Gateway Park
SUMMARY:
The City was awarded $938,981 of CDBG-CV funds in Program Year (PY) 2020/21, specifically to support microenterprise and rent/utility projects intended to offset the impacts of COVID-19.
The City allocated the CDBG-CV funds to four agencies. While much of the money was spent, approximately $256,000 remains unspent as of today. The deadline to expend the remaining CDBG-CV balance is September 2026. Given that the subrecipient agencies are having difficulty expending the money on eligible cases due to the COVID-19 emergency ending in 2023, Council approved the reallocation of funds to be used to construct a basketball court at Rotary Gateway Park on March 4, 2026, via Resolution No. 26-25.
Staff is recommending adopting a resolution for the subrecipient agreement to implement the approved project, per the US Department of Housing and Urban Development (HUD) requirements.
DISCUSSION:
In September 2020 and June 2021, the City received $938,981 of CDBG funds from HUD to respond, prepare, and prevent Coronavirus (CDBG-CV). HUD requires all CDBG-CV funds to be expended by September 2026. On March 4, 2026, Council approved the reallocation of the remaining balance of CDBG-CV funds.
Council Meeting of: March 18, 2026
Agenda Number: _______ A-3
RETURN TO AGENDA
Public Notice Process
Beginning in April 2024, the City held multiple discussions with CDBG-CV subrecipients about the terms of the subrecipient agreements and meeting HUD’s expenditure deadline. During the 2023/24 Program Year, staff invited subrecipients to attend a meeting with the City’s assigned HUD technical assistance representative to strategize timely expenditure of funds. However, it was noted during the meeting that it had become increasingly challenging to clearly tie the need for assistance directly to COVID-19. With HUD’s expenditure deadline fast approaching, staff proceeded with providing all four subrecipients with a Notice of Intent to terminate the CDBGCV Subrecipient Agreements pursuant to the terms as stated in the agreement. Notice was provided on January 23, 2026. The subrecipient agreements officially terminated as of February 23, 2026.
HUD waived the 30-day public comment period for CDBG-CV funds to allow for an expedited process for noticing and reasonable opportunity for public comment of no less than 5 days. A public comment period opened on Saturday, February 21, 2026, and concluded on Thursday, February 26, 2026. No public comments were received.
An additional opportunity for public comment took place during the Block Grant Commission meeting on Monday, March 2, 2026. No public comments were received. Staff completed the noticing requirements of the Citizen Participation Plan by holding a Public Hearing during the Council meeting on March 4, 2026. No public comments were received.
Reallocation Of CDBG-CV Funds
The CDBG program allows for the reallocation of CDBG-CV funds to another project that meets HUD’s CDBG-CV project requirements to respond to/prepare for COVID-19 or any other pandemic of the same nature. On March 4, 2026, Council approved the reallocation of the remaining CDBG-CV balance to the construction of a basketball court at Rotary Gateway Park via Resolution 26- 25. Table 1 shows the approved allocation for this project.
Table 1: Reallocation of CDBG-CV Funds
Project CDBG-CV Eligibility
Amended FY 25/26 Amount
City Council
Allocation
03/04/26
Construction of a
Basketball Court at
Rotary Gateway
Park
1. CDBG allows for capital improvement projects that
benefit low-moderate income residents.
2. The proposed project meets the CDBG-CV criteria by
improving an outdoor space and encouraging social
gathering outdoors.
$256,050.21
FINANCIAL IMPACT:
There are no financial impacts from the proposed action. If approved, this project will be funded with appropriations that are included in the Fiscal Year 2025/26 Adopted City Budget and moved administratively.
ALTERNATIVES:
Council may deny the request to reallocate CDBG-CV funding as proposed. However, to avoid returning CDBG-CV monies to HUD, the City must meet the expenditure deadline.
ATTACHMENTS:
1. Resolution
Exhibit 1 – City of Madera Parks Department Agreement
Exhibit A – Scope of Work
Exhibit B - Budget
Exhibit C - CDBG Certifications
Exhibit D – Insurance Requirements for Contractors
RESOLUTION NO. 26-___
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA APPROVING A COMMUNITY DEVELOPMENT BLOCK GRANTCOVID 19 (CDBG-CV) SUBRECIPIENT AGREEMENT FOR SERVICES ($256,050.21) WITH CITY OF MADERA, PARKS DEPARTMENT
WHEREAS, the City is an entitlement jurisdiction for the CDBG program and funding is dependent upon the submission of an Annual Action Plan; and WHEREAS, the City received grant funds from the Office of Housing and Urban Development (HUD) in the amount of $938,981 to prevent, prepare, and respond to coronavirus; and
WHEREAS, HUD requires full expenditure of CDBG-CV funds by September 2026; and WHEREAS, there is a remaining balance of unexpended CDBG-CV funds in the amount of $256,050.21 as of February 25, 2026; and
WHEREAS, the City Council approved the reallocation of the CDBG-CV remaining balance of $256,050.21 to the construction of a basketball court at Rotary Park by approving Resolution No. 26-25; and
WHEREAS, the City Council has considered approval of the CDBG Subrecipient Agreement with the City of Madera Parks Department in the amount of $256,050.21 (“Agreement”); and WHEREAS, a copy of the Agreement is attached hereto as Exhibit 1 and incorporated by reference.
NOW THEREFORE, the City Council of the City of Madera hereby finds, orders and resolves as follows:
1. The recital listed above are correct.
2. The City Council approves the Agreement between the City and the City of Madera Parks Department.
3. The Director of Financial Services is hereby authorized to take such action to implement the terms of the Resolution.
4. The City Clerk with concurrence from the City Attorney is authorized to make clerical and non-material corrections to this resolution and the Agreement.
5. This resolution is effective immediately upon adoption. * * * *
1 COMMUNITY DEVELOPMENT BLOCK GRANT
SUBRECIPIENT AGREEMENT
BETWEEN THE CITY OF MADERA AND THE CITY OF MADERA - FINANCE DEPARTMENT This Community Development Block Grant Subrecipient Agreement (“Agreement”) is entered into, effective on the date of March 4, 2026, by and between the City of Madera (“City”) and CITY OF MADERA PARKS DEPARTMENT, hereafter referred to as "SUBRECIPIENT."
RECITALS
A. This Agreement sets forth the responsibilities of City and Subrecipient in accomplishing the objectives of the United States Department of Housing and Urban Development (HUD) Community Development Block Grant as set forth in the Housing and Community Development Act of 1974, (hereinafter referred to as “CDBG”), as amended.
B. The City has been designated as the sponsoring agency to administer and implement the program for the Community Development Block Grant (CDBG) activities of the CITY, and in accordance with the provisions of Title I of the Housing and Community Development Act of 1974, as amended, and the laws of the State of California.
C. Under the CDBG regulations the City may grant the CDBG funds to nonprofit organizations or public agencies for certain purposes.
D. Otherwise, to engage the services of Subrecipient, and Subrecipient agrees to perform the services for CITY hereinafter described, for the compensation, during the term, and otherwise subject to the covenants and conditions hereinafter set forth.
AGREEMENT
1. Services
The Subrecipient shall provide all services and responsibilities as set forth in Scope of Work, which is attached to this Agreement, marked as EXHIBIT "A", and incorporated herein by reference.
2. Funding and Method of Payment
a. Compensation
Payments shall be made after receipt and verification of actual expenditures incurred by the Subrecipient in the performance of this Agreement and shall be documented to the City by the tenth (10th) day of the month following the end of each quarter. Allowable expenditures under this Agreement are specifically established, attached and incorporated by reference as EXHIBIT “B".
2 The total obligation of the City under this Agreement shall not exceed $256,050.21.. Any compensation not consumed by expenditures of the SUBRECIPIENT by the expiration of this Agreement shall automatically revert to the CITY.
b. Public Information
The Subrecipient shall disclose in all public information its funding source. c. Lobbying Activity
The Subrecipient shall not directly or indirectly use any of the funds provided under this Agreement for publicity, lobbying, or propaganda purposes designed to support or defeat legislation pending before the Congress of the United States or the Legislature of the State of California.
d. Political Activity
The Subrecipient shall not directly or indirectly use any of the funds under this Agreement for any political activity or to further the election or defeat of any candidate for public office.
3. Fiscal Compliance
The SUBRECIPIENT shall be subject to the same fiscal regulations imposed on CITY by the U. S. Department of Housing and Urban Development for the use of CDBG funds.
4. Program Income
SUBRECIPIENT shall report quarterly all program income as required under 24 CFR 570.503(b)(3) generated by activities carried out with CDBG funds made available under this Agreement. The use of program income by the SUBRECIPIENT shall comply with the requirements set forth at 24 CFR 570.504. By way of further limitations, the Subrecipient may use such income during the contract period for activities permitted under this Agreement and shall reduce requests for additional funds by the amount of any such program income balance on hand. All unexpended program income shall be returned to City at the end of the contract period. Any interest earned on cash advances from the U.S. Treasury and from funds held in a revolving fund account is not program income and shall be remitted promptly to City.
5. Compliance with Laws
If the SUBRECIPIENT receives CDBG funding under this Agreement, SUBRECIPIENT shall comply with all rules and regulations established pursuant to the Housing and Community Development Act of 1974 and its amendments and Uniform Administrative Requirements under 24 CFR 570.503(b)(4). The Subrecipient and any subcontractors shall comply with all applicable 3 local, State and Federal regulations, including but not limited to those requirements listed in Community Development Block Grant certifications attached hereto and incorporated herein by reference as EXHIBIT “C”.
6. Administrative Requirements/Financial Management/Accounting Standards Subrecipient agrees to comply with 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred.
7. Costs Principles
Subrecipient shall administer its program in conformance with OMB Uniform Guidance.
These principles shall be applied for all costs incurred whether charged on a direct or indirect basis.
8. Contract Administration
City shall retain the right to administer this Agreement to verify that Subrecipient is performing its obligations in accordance with the terms and conditions of this Agreement.
Subrecipient and City shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof.
9. Period of Performance (Term of Agreement)
The Subrecipient shall commence performance under this Agreement on March 4, 2026, and shall end its performance September 4, 2026, unless terminated sooner as provided for elsewhere in this Agreement. The Agreement may be extended by written modification of the parties.
10. Records
a. Record Establishment and Maintenance
Subrecipient shall establish and maintain records in accordance with those requirements prescribed by City, with respect to all matters covered by this Agreement. Subrecipient shall retain all fiscal books, account records, and client files for services performed under this Agreement for at least three (3) years from the date of the final payment under this Agreement or until all State and Federal audits are completed for that fiscal year, whichever is later. Pursuant to State and Federal law, it is the intent of the parties to this Agreement that the Subrecipient shall be reimbursed for actual costs incurred in the performance of this Agreement but that no profit is to accrue to the Subrecipient on account of such performance. 4 Subrecipient shall maintain all records required by the Federal regulations specified in 24 CFR 570.506 that are pertinent to the activities to be funded under this Agreement. Such records shall include but not be limited to:
1. Records providing a full description of each activity undertaken;
2. Records demonstrating that each activity undertaken meets one of the National Objectives of the CDBG program;
3. Records required to determine the eligibility of activities;
4. Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with CDBG assistance;
5. Records documenting compliance with the fair housing and equal opportunity components of the CDBG program;
6. Financial records as required by 24 CFR 570.502, and 24 CFR 84.21-28; and
7. Other records necessary to document compliance with 24 CFR 570.503(b)(5). b. CDBG Reporting Requirements
Subrecipient shall submit reports to the City at minimum on a quarterly basis. The Subrecipient shall submit reimbursement requests with substantiating evidence justifying such request. Documentation may include invoice copies of paid invoices/receipts, copies of cash receipts or checks used to pay each invoice submitted, copies of timecards and related pay stubs for reimbursement. Timecards must be signed by both the employee and the designated Subrecipient Authorizing Official. Subrecipient shall submit quarterly reports via the City Data System.
TERM PERIOD DURATION DUE DATES
1st Period July 1 - September 30 October 15
2nd Period October 1 - December 31 January 15
3rd Period January 1 - March 31 April 15
4th Period April 1 - June 30 July 15
Subrecipient shall submit quarterly progress reports on the dates listed above. If a due date falls on a weekend or holiday, Subrecipient shall submit invoices and progress reports no later than the next business day.
c. Required Notifications
The Subrecipient shall also furnish to the City such statements, records, reports, data, and information as the City may request pertaining to matters covered by this Agreement. In the event the Subrecipient fails to provide such reports, it shall be deemed sufficient cause for the City to withhold payments until there is compliance. In addition, the Subrecipient shall provide written notification and explanation to the CITY within five (5) days of any funds received from another source to conduct the same services covered by this Agreement. 5 City shall notify Subrecipient in writing within thirty (30) days of any potential State or Federal exception discovered during an examination. Where findings indicate that program requirements are not being met and State and Federal participation in this program may be imperiled in the event corrections are not accomplished by Subrecipient within thirty (30) days, written notification shall constitute City’s intent to terminate this Agreement.
Subrecipient shall report to City promptly and in written detail, each notice of claim of copyright infringement received by Subrecipient with respect to all subject data delivered under this Agreement. Subrecipient shall not affix any restrictive markings upon any data. If markings are affixed, City shall have the right at any time to modify, remove, obliterate, or ignore such markings.
11. Assignment
Subrecipient may not assign or transfer their obligation of this Agreement or any rights hereunder without the prior written consent of the other party.
12. Subcontracts
If the Subrecipient should propose to subcontract with one or more third parties to carry out a portion of those services described in EXHIBIT "A" insofar as it deems proper or efficient, any such subcontract shall be in writing and approved by the CITY prior to execution and implementation. Any such subcontract, together with all other activities performed, or caused by the Subrecipient, shall not allow compensation greater than the total project budget contained in EXHIBIT "B." An executed copy of any such subcontract shall be submitted to the City before any implementation and shall be retained by the City.
The Subrecipient shall be responsible to the City for the proper performance of any subcontract. Any subcontractor shall be subject to all of the same terms and conditions that the Subrecipient is subject to under this Agreement. No officer or director of the Subrecipient shall have any direct monetary interest in any subcontract made by the Subrecipient. A direct monetary interest contrary to this paragraph shall be deemed to exist, if an officer or director of the Subrecipient is also an owner, officer, or director of a corporation, association, or partnership subcontracting with the Subrecipient.
In addition, if the Subrecipient receives CDBG funds under this Agreement, the subcontractor shall be subject to CDBG federal regulations, including those listed in EXHIBIT "C".
13. Conflict of Interest
No officer, employee, or agent of the City who exercises any function or responsibility for planning and carrying out of the services provided under this Agreement shall have any direct or indirect personal financial interest in this Agreement. The Subrecipient shall comply with the 6 provisions of 24 CFR 570.611 with respect to conflicts of interest and covenants hat it presently has no financial interest, direct or indirect, which would conflict in any manger or degree with the performance of this Agreement. The Subrecipient further covenants that in the performance of this Agreement, no person having such a financial interest shall be employed or retained by Subrecipient.
14. Discrimination
a. Eligibility for Services
The Subrecipient shall prepare and make available to the CITY and to the public all eligibility requirements to participate in the program plan set forth in EXHIBIT "A." No person shall, on the grounds of race, color, national origin, sex, religion, age, or disability status, be excluded from participation in, and denied the benefits of, or be subjected to discrimination with respect to the services funded under this Agreement.
The Subrecipient’s services shall be accessible to the physically disabled, and the services of a translator, signer or assistive listening device shall be made available. Subrecipient, in its marketing materials, shall specify assistance to access its services is available for deaf and hardof-hearing persons by calling 711 or 1-800-735-2929 and, for voice users, 1-866-735-2922 for TTY Relay Services. Subrecipient shall comply with requirements set forth in the Accessibility for Persons with Disabilities to Non-Housing Programs funded by Community Development Block Grant Funds – Section 504 of the Rehabilitation Act of 1973, the Americans With Disabilities Act, and the Architectural Barriers Act.
b. Employment Opportunity
The Subrecipient shall comply with the CITY policy, the Community Development Block Grant regulations, and the Equal Employment Commission guidelines, which forbids discrimination against any person on the grounds of race, color, national origin, sex, religion, age, familial status, disability status, or any other status protected by law in employment practices. Such practices include retirement, recruitment advertising, hiring, layoff, termination, upgrading, demotion, transfer, rates of pay or other forms of compensation, use of facilities, and other terms and conditions of employment.
c. Suspension of Compensation
If an allegation of discrimination occurs, the City shall withhold all further funds until the Subrecipient can show by clear and convincing evidence to the satisfaction of the City that funds provided under this Agreement were not used in connection with the alleged discrimination. d. Nepotism
Except by written consent of the City, no person shall be employed by the Subrecipient 7 who is related by blood or marriage or who is a member of the Board of Directors or an officer of the Subrecipient. In the event HUD determines a CDBG-funded Subrecipient’s organization/agency operations violate federal rules and regulations with regard to nepotism and/or conducts business and a conflict of interest issue arises, then Subrecipient shall accept all responsibility to return any CDBG funds received from City.
15. Termination
a. This Agreement may be immediately terminated by City for cause where in the determination of City, any of the following conditions exist: (1) an illegal or improper use of funds, (2) failure to comply with any terms of this Agreement, (3) a materially incorrect or incomplete report, (4) an improper performance of services. b. Any one of or combination of the above conditions will constitute grounds for suspension or termination of the Agreement. In no event shall any payment by the City hereunder constitute a waiver by the City of any breach of this Agreement or any default which may then exist on the part of the Subrecipient, nor shall such payment impair or prejudice any remedy available to the City with respect to the breach of default. When there is a breach of this Agreement, as defined by this section, the City may, in its sole discretion, immediately suspend or terminate this Agreement.
c. City shall have the option to terminate this Agreement without obligation of City to reimburse Subrecipient from the date the Federal or State Government withholds or fails to disburse funds to City. In the event such government withholds or fails to disburse funds, City shall give Subrecipient notice of such funding limitation or termination within a reasonable time after City receives notice of same.
d. Upon thirty (30) days written notice to the other party, either party may terminate this Agreement without cause. Notice shall be deemed served upon mailing.
16. Amendments
Adjustments in the nature or scope of the program plan set forth in EXHIBIT “A” or changes of any line item within the total approved budget contained in EXHIBIT “B” may be approved in writing by the City Manager, or his designee.
17. Administration
The City of Madera Finance Department - Grants Division shall administer this Agreement.
18. Evaluation
The City shall monitor and evaluate the performance of the Subrecipient under this 8 Agreement to determine to the best possible degree the success or failure of the services provided under this Agreement and the adequacy of the program plan contained in EXHIBIT "A.” The Subrecipient shall participate in evaluation of the program.
Subrecipient shall cooperate fully with City, State and Federal agencies, which shall have the right to monitor and audit all work performed under this Agreement.
Subrecipient shall also agree to on-site monitoring and personal interviews of participants, Subrecipient’s staff, and employees by appropriate City staff.
19. Governing Law
Any controversy or claim arising out of or relating to this Agreement which cannot be amicably settled without court action shall be litigated only in Madera, California. The rights and obligations of the parties and all interpretations and performance of this Agreement shall be governed in all respects by the laws of the State of California.
20. Reversion of Assets
The Subrecipient must obtain prior written approval from the City whenever there is any modification or change in the use of any property acquired or improved, in whole or in part, using CDBG funds. If any real or personal property acquired or improved with CDBG funds is sold and/or is utilized by the Subrecipient for a use which does not qualify under the CDBG program, the Subrecipient shall reimburse the City in an amount equal to the current fair market value of the property, less any portion thereof attributable to expenditures of non-CDBG funds. These requirements shall continue in effect for the life of the property. In the event the CDBG program is closed-out, the requirements of this Section shall remain in effect for activities or property funded with CDBG funds, unless action is taken by the Federal government to relieve the City of these obligations.
21. Breach of Agreement
In the event the SUBRECIPIENT fails to comply with any of the terms of this Agreement, the CITY may, at its option, deem the SUBRECIPIENT’s failure as a material breach of this Agreement and utilize any of the remedies set forth in 24 CFR 85.43 or that it deems appropriate.
Should the CITY deem a breach of this Agreement material, the CITY shall immediately be relieved of its obligations to make further payment as provided herein. In addition to the Agreement being terminated by the CITY in accord with a material breach of this Agreement by the SUBRECIPIENT, this Agreement may also be terminated for convenience by the CITY in accord with 24 CFR 85.44.
22. No Third-Party Beneficiaries
This Agreement is not intended to create and does not create any rights in or benefits to 9 any third party, nor will it be deemed to confer rights or remedies upon any person or legal entity not a party to this Agreement.
23. Indemnification
Subrecipient shall indemnify, defend, and hold harmless the City, and its officers, employees, and agents (“City indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Subrecipient’s performance of its obligations under this agreement or out of the operations conducted by Subrecipient, including the City’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Subrecipient’s performance of this agreement, the Subrecipient shall provide a defense to the City indemnitees, or at the City’s option, reimburse the City indemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in defense of such claims.
24. Independent Contractor
Subrecipient and its subcontractors shall perform this Agreement as independent contractors and not as officers, employees, agents or volunteers of City. Nothing contained in this Agreement shall be deemed to create any contractual relationship between City and Subrecipient’s employees or subcontractors, nor shall anything contained in this Agreement be deemed to give any third party, including but not limited to Subrecipient’s employees or subcontractors, any claim or right of action against City.
25. Insurance Requirements for Service Providers
Without limiting Subrecipient’s indemnification of City, and prior to commencement of Work, Subrecipient shall obtain, provide, and continuously maintain at its own expense during the term of the Agreement, and shall require any and all Subcontractors and Subconsultants of every Tier to obtain and maintain, policies of insurance of the type and amounts described below and in form satisfactory to the City.
Minimum Scope and Limits of Insurance
Subrecipient shall maintain limits no less than:
$1,000,000 General Liability (including operations, products and completed operations) per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury and property damage, including without limitation, blanket contractual liability. Coverage shall be at least as broad as Insurance Services Office (ISO) Commercial General Liability coverage form CG 00 01 General liability policies shall be endorsed using ISO form CG 20 10 10 that the City and its officers, officials, employees and agents shall be additional insureds under such policies.
Worker’s Compensation as required by the State of California and $1,000,000 Employer’s Liability per accident for bodily injury or disease.
Maintenance of Coverage
Subrecipient shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Subrecipient, its agents, representatives, employees, subcontractors or subconsultants as specified in this Agreement.
Proof of Insurance
Subrecipient shall provide to the City certificates of insurance and endorsements, as required, as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City prior to commencement of performance. Current evidence of insurance shall be kept on file with the City at all times during the term of this Agreement. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.
Acceptable Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance commissioner to transact business of insurance in the State of California, with an assigned policyholders’ Rating of A- (or higher) and a Financial Size Category Class VII (or larger), in accordance with the latest edition of Best’s Key Rating Guide.
Enforcement of Contract Provisions (non estoppel)
Service Provider acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Service Provider of non-compliance with any requirement imposes no additional obligations on the City, nor does it waive any rights hereunder.
Specifications not Limiting
Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If Service Provider maintains higher limits than the minimums required above, the entity shall be entitled to coverage at the higher limits maintained by Subrecipient. 11 Notice of Cancellation
Service Provider agrees to oblige its insurance agent or broker and insurers to provide to the City with thirty (30) calendar days’ notice of cancellation (except for nonpayment for which ten (10) calendar days’ notice is required) or nonrenewal of coverage for each required coverage.
Self-insured Retentions
Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City’s Risk Manager.
Timely Notice of Claims
Subrecipient shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Service Provider’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
Additional Insurance
Service Provider shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgement may be necessary for its proper protection and prosecution of the Work.
26. Violation of Federal Rules and Regulations
In the event HUD determines a CDBG-funded Subrecipient has violated Federal rules and regulations and HUD requires repayment of CDBG funds, then Subrecipient shall repay any CDBG funds within 90 days of a written request from CITY.
27. General Provisions
a. Entire Agreement
This Agreement constitutes the entire agreement between Subrecipient and City with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, writings, advertisements, publications and understandings of any nature whatsoever unless expressly included in this Agreement. b. Notice.
12 Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid first-class mail:
To the City:
City of Madera – Grants Division
205 W. 4th St.
Madera, CA 93637
To the Subrecipient:
City of Madera – Grants Department
405 N. I St. Suite C
Madera, CA 93637
at his/her address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section. c. Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. d. Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement that are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. e. Execution in Counterparts.
This Agreement may be executed in counterparts such that the signatures may appear on separate signature pages. A copy or an original, with all signatures appended together, shall be deemed a fully executed Agreement.
///
13 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective officers thereunto duly authorized as set forth below.
CITY OF MADERA: City & Parks Department:
By: ___________________________________ By: ______________________________ Cecelia Gallegos, Mayor City of Madera Parks Department Date: __________________________________ Date: ______________________________ ATTEST: APPROVED AS TO LEGAL FORM:
By: ___________________________________ By:_________________________________ Alicia Gonzales, City Clerk Shannon Chaffin, City Attorney Date: __________________________________ Date: _______________________________ Attachment A
Scope of Work
Construction of a Basketball Court at Rotary Gateway Park The proposed project is located north of the existing Zero Gravity Skatepark at Rotary Park in the City of Madera and will include a new full-size basketball court with pedestrian connections to the existing walkway. The basketball court is proposed to be located near the existing skatepark to take advantage of the skatepark’s existing sports court lighting. Associated scope of work items may include limited turf patching resulting from construction, as well as irrigation modifications or retrofitting around the new basketball court and walkways.
Attachment B
Project Budget
Construction of a Basketball Court at Rotary Gateway Park The proposed project for the construction of a basketball court at Rotary Gateway Park has a total budget of $256,050.21. The following is a budget detailing specific cost.
1. Design Engineering & Project Support - $34,500
2. Project Construction (including project supplies) - $231,550
Exhibit D
Insurance Requirements for Contractors
Without limiting Contractor’s indemnification of City, and prior to commencement of Work, Contractor shall obtain, provide, and continuously maintain at its own expense during the term of the Agreement, and shall require any and all Subcontractors and Subconsultants of every Tier to obtain and maintain, policies of insurance of the type and amounts described below and in form satisfactory to the City.
Minimum Scope and Limits of Insurance
Contractor shall maintain limits no less than:
$2,000,000 General Liability (including operations, products and completed operations) per occurrence, $4,000,000 general aggregate, for bodily injury, personal injury and property damage, including without limitation, blanket contractual liability. Coverage shall be at least as broad as Insurance Services Office (ISO) Commercial General Liability coverage form CG 00 01.General liability policies shall be endorsed using ISO forms CG 20 10 and CG 20 37 to provide that the City and its officers, officials, employees and agents shall be additional insureds under such policies.
$2,000,000 Automobile Liability combined single limit per accident for bodily injury or property damage at least as broad as ISO Form CA 00 01 for all activities of Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles. Automobile Liability policies shall be endorsed to provide that the City and its officers, officials, employees and agents shall be additional insureds under such policies.
Worker’s Compensation as required by the State of California and $1,000,000 Employer’s Liability per accident for bodily injury or disease. Contractor shall submit to the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, it’s officers, agents, employees, and volunteers.
Maintenance of Coverage
Contractor shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Contractor, his agents, representatives, employees, subcontractors or subconsultants as specified in this Agreement.
Proof of Insurance
Contractor shall provide to the City certificates of insurance and endorsements, as required, as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City prior to commencement of performance.
Current evidence of insurance shall be kept on file with the City at all times during the Exhibit D
term of this Agreement. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.
Acceptable Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance commissioner to transact business of insurance in the State of California, with an assigned policyholders’ Rating of A- (or higher) and a Financial Size Category Class VII (or larger), in accordance with the latest edition of Best’s Key Rating Guide.
Waiver of Subrogation
All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees, and volunteers, or shall specifically allow Contractor, or others providing insurance evidence in compliance with these specifications, to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against the City and shall require similar written express waivers and insurance clauses from each of its subconsultants or subcontractors.
Enforcement of Contract Provisions (non estoppel)
Contractor acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Contractor of non-compliance with any requirement imposes no additional obligations on the City, nor does it waive any rights hereunder.
Specifications not Limiting
Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If Contractor maintains higher limits than the minimums required above, the entity shall be entitled to coverage at the higher limits maintained by Contractor.
Notice of Cancellation
Contractor agrees to oblige its insurance agent or broker and insurers to provide to the City with thirty (30) calendar days notice of cancellation (except for nonpayment for which ten (10) calendar days notice is required) or nonrenewal of coverage for each required coverage.
Self-insured Retentions
Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City’s Risk Manager.
Timely Notice of Claims
Exhibit D
Contractor shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
Additional Insurance
Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgement may be necessary for its proper protection and prosecution of the Work.
REPORT TO CITY COUNCIL
Approved by:
_________________________________
Giachino Chiaramonte, Chief of Police
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Military Equipment Use Ordinance and Policy
RECOMMENDATION:
Review Military Equipment Use Policy, Ordinance, and Annual Report and by minute order affirm the Ordinance and accept the Annual Military Equipment Use Report SUMMARY:
On September 30, 2021, Governor Gavin Newsom signed into law Assembly Bill (AB) 481, relating to law enforcement agencies' use of military equipment. AB 481 established California Government Code Sections 7070 through 7075 (Government Code). Pursuant to the Government Code, law enforcement agencies are required to obtain approval from their respective governing bodies prior to taking actions related to the funding, acquisition, or use of military equipment.
The bill required law enforcement agencies to draft a military equipment use policy and obtain approval from its governing body via an ordinance.
On an annual basis thereafter, an agency is required to publish a military equipment report that includes a summary of each type of military equipment, its intended purpose, how each type of equipment was used by the agency during the preceding year, a summary of any complaints received concerning the equipment, the results of any internal audits pertaining to violations of the military equipment use policy, the total cost for each type of equipment, and quantity possessed. Furthermore, the Government Code requires the governing body, at least annually, to review any ordinance adopted, approving the funding, acquisition, or use of military equipment and voting on whether to renew the ordinance.
Council Meeting of: March 18, 2026
Agenda Number: ______ A-4
RETURN TO AGENDA
DISCUSSION:
AB 481 was introduced to increase transparency and accountability for the funding, acquisition, and use of military equipment by state and local law enforcement agencies. The legislation includes a broad definition of what constitutes military equipment, including items such as unmanned aircraft systems (UAS, commonly referred to as drones) that are regularly used in everyday society by members of the public and have been effectively developed for many years by law enforcement agencies to respond to emerging threats, civil unrest, and mass casualty events. Furthermore, several items the bill defines as military equipment are not necessarily used by the military but are less-lethal, standard issue equipment for peace officers. While possession of such equipment does not warrant its use in ordinary circumstances, this essential equipment is deployed based on situational necessity to effectively de-escalate intense situations or bring volatile conditions and critical incidents to a safe resolution.
In compliance with the Government Code, the Police Department (Department) drafted a military equipment policy and accompanying military equipment report in 2022. The policy and report were posted for public viewing on the City’s website and approved by Council at the June 15, 2022, meeting through the adoption of Ordinance number 994.
In accordance with the annual requirements outlined in the Government Code, the Department completed the 2025 Military Equipment Annual Report. The Department currently possesses seven types of items that fall under the military equipment classifications delineated in the Government Code. The availability of this equipment enables the Department to minimize risk to members of the community and officers during dynamic and unfolding high-risk incidents, maintain a state of readiness through continuous training and familiarity with such equipment, and strategically fulfill its mission to protect life and property. The report includes an inventory detailing each type of military equipment possessed by the Department and its quantity, authorized use, fiscal impact, and training requirements. The report also summarizes the usage of each type of equipment and complaints received regarding the equipment during calendar year 2025. It is worth noting that the Department did not receive any complaints regarding the usage of its military equipment.
Additionally, the report outlines anticipated purchases for the upcoming fiscal year. These projections serve as a preliminary "wish list" rather than a confirmation of actual budgeted expenditures. While these items reflect the department’s anticipated needs, formal approval for procurement will be sought during the budget planning process. During this process, requests will be reviewed, prioritized, and incorporated into the proposed budget as appropriate.
The Department’s 2025 Military Equipment Annual Report was made available for public review on the City’s website on March 6, 2026. The Government Code requires the Department to hold at least one well-publicized and conveniently located community engagement meeting. Upon presenting the annual report at the March 18, 2026, Council meeting, the public is invited to comment on, discuss, and ask questions regarding the annual report.
FINANCIAL IMPACT:
There is no fiscal impact associated with the Military Equipment Annual Report, sans the preparation of the report.
ALTERNATIVES:
Council may renew or not renew the authorizing ordinance, disapprove authorization for equipment where standards have not been met, or require modifications to the military equipment use policy based on whether the equipment detailed within the annual report complies with policy and meets specified standard as set forth in California Government Code Section 7071, subdivision (d). If the Council decides not to renew the authorizing ordinance, the Military Equipment Annual Report will be considered invalid and not accepted.
ATTACHMENTS:
1. 2025 Military Equipment Annual Report
2. Ordinance 994 C.S.
3. Madera Police Department Policy 709
MADERA POLICE
DEPARTMENT
ANNUAL MILITARY EQUIPMENT USE REPORT
January 1, 2025 –
December 31, 2025
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330 South “C” Street, Madera, California 93638
(559) 675-4200 FAX (559) 675-6654
Annual Military Equipment Use Report
On September 30, 2021, California Governor Gavin Newsom approved Assembly Bill 481, requiring law enforcement agencies to obtain approval from the applicable governing body, by adoption of a military equipment use policy. On June 15, 2022, the City Council adopted Ordinance No. 994 C.S., regarding the City’s Equipment Use Policy. Per AB 481, the Madera Police Department is required to submit to the City Council and Annual Military Equipment Use Report and to seek approval of their military equipment use policy at a regular open meeting prior to taking certain actions relating to the funding, acquisition, and use of military equipment.
Assembly Bill 481 allows the governing body to approve the funding, acquisition, and use of military equipment within its jurisdiction, only if it determines that the military equipment meets specified standards. The military equipment use policy is subject to the City Council review to determine whether the standards set forth in Assembly Bill 481 have been met, based upon annual military equipment use report.
Finally, Assembly Bill 481 requires publication of military equipment use policy and the annual military equipment use report on the department’s website.
Assembly Bill 481
California Government Code section 7072 states the following:
(a) A law enforcement agency that receives approval for a military equipment use policy pursuant to Section 7071 shall submit to the governing body an annual military equipment report for each type of military equipment approved by the governing body within one year of approval, and annually thereafter for as long as the military equipment is available for use. The law enforcement agency shall also make each annual military equipment report required by this section publicly available on its internet website for as long as the military equipment is available for use. The annual military equipment report shall, at a minimum, include the following information for the immediately preceding calendar year for each type of military equipment:
(1) A summary of how the military equipment was used and the purpose of its use. (2) A summary of any complaints or concerns received concerning the military equipment.
(3) The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response. (4) The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing costs, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report.
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(5) The quantity possessed for each type of military equipment. (6) If the law enforcement agency intends to acquire additional military equipment in the next year, the quantity sought for each type of military equipment. (b) Within 30 days of submitting and publicly releasing an annual military equipment report pursuant to this section, the law enforcement agency shall hold at least one well publicized and conveniently located community engagement meeting, at which the public may discuss and ask questions regarding the annual military equipment report and the law enforcement agency’s funding, acquisition, or use of military equipment.
In addition to maintaining the highest levels of public safety, the Madera Police Department is committed to transparency, public trust, community partnerships, and compliance with the law. As such, the Department has authored the following Annual Military Equipment Use Report in accordance with annual reporting requirements set forth in California Government Code section 7072.
This Report outlines the military equipment usage from January 1 to December 31, 2025.
Certain items of military equipment, particularly consumables (ammunition, diversionary devices, pepper balls, chemical agents, etc.) are used throughout the year on a regular basis for training to maintain proficiency. Training usage is not captured in this section.
This section only provides data for the operational use of military equipment listed within this Annual Military Equipment Use Report.
Outreach and Community Engagement
The Madera Police Department is committed to improving the trust and confidence between the Police and the community it serves. The Madera Police Department utilizes select military equipment, including UAS, the Mobile Command Vehicle, during outreach and community events, as a means of public awareness, transparency, and education.
Military equipment may also be displayed during community events as a means of providing a safe environment for the public to enjoy.
This Annual Military Equipment Use Report outlines a summary of military equipment usage guidelines, inventory, fiscal impact, complaints, and reported concerns from January 1, 2025, through December 31, 2025.
The following is the data for Military Equipment Use by category:
Unmanned Aircraft System (UAS)
Unmanned Aircraft Systems were utilized a total of one hundred and thirty-eight (138) times from January 1, 2025, through December 31, 2025.
Authorized usages:
To be deployed when its view would assist officers or incident commanders with the following situations, which include but are not limited to:
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• search for missing persons.
• natural disaster management.
• Crime/Accident scene photography.
• SWAT, tactical or other public safety and life preservation missions. • In response to specific requests from local, state, or federal fire authorities for fire response and/or prevention.
Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
Robots
Robots were utilized zero (0) times from January 1, 2025, through December 31, 2025.
Authorized usages:
• To be used to remotely gain visual/audio data
• Delivery of items (i.e., CNT phone) during critical incidents to engage in deescalation and/or crisis intervention techniques in an attempt to resolve incidents peacefully
• To visually clear buildings
Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
Mobile Incident Command Vehicle
The Mobile Command Vehicle was utilized a total of fifteen (15) times from January 1, 2025, through December 31, 2025.
Authorized usages:
• To be used based on the specific circumstances of a given critical incident, large event, natural disaster, or community event that is taking place.
Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
Breaching Equipment
The breaching equipment was utilized zero (0) time between January 1, 2025, through December 31, 2025.
Authorized usages:
• To safely and quickly gain entry into a structure.
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Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
Chemical Agent and Smoke Canisters
Chemical Agents and Smoke Canisters were utilized zero (0) times between January 1, 2025, through December 31, 2025.
Authorized usages:
To limit the escalation of conflict where employment of lethal force is prohibited or undesirable. Situations for use of the chemical agent systems may include, but are not limited to:
• Self-destructive, dangerous and/or combative individuals. • Riot/crowd control and civil unrest incidents.
• Circumstances where a tactical advantage can be obtained. • Potentially vicious animals.
• Training exercises or approved demonstrations.
Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
40MM Launcher and Rounds
The 40MM was used zero (0) times between January 1, 2025, through December 31, 2025.
Authorized usages:
To limit the escalation of conflict where employment of lethal force is prohibited or undesirable. Situations for use of the less lethal weapon systems may include, but are not limited to:
• Self-destructive, dangerous, and/or combative individuals. • Riot/crowd control and civil unrest incidents.
• Circumstances where a tactical advantage can be obtained. • Potentially vicious animals.
• Training exercises or approved demonstrations.
Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
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Less Lethal Launcher
Less Lethal launcher was utilized during zero (0) calls for service between January 1, 2025, through December 31, 2025.
Authorized usages:
• To limit the escalation of conflict where employment of lethal force is prohibited or undesirable.
• Self-destructive, dangerous and/or combative individuals. • Riot/crowd control and civil unrest incidents.
• Circumstances where a tactical advantage can be obtained. • Potentially vicious animals.
• Training exercises or approved demonstrations.
Unauthorized usages:
• There have been zero (0) reported violations of the military equipment use policy from January 1, 2025, through December 31, 2025.
Inventory by Equipment Type
January 1, 2025, through December 31, 2025
Note: The inventory of certain items of consumable military equipment (i.e. ammunition, diversionary devices, chemical agents, etc.) frequently fluctuates throughout the year due to operational usage, training usage, operational wear, and/or manufacturer recommended replacement guidelines. While the Madera Police Department strives to provide accuracy in its inventory reporting, this report reflects approximations of certain consumable items of military equipment during the time period listed above.
Unmanned Aircraft System (UAS)
Equipment Name and Model/Manufacturer Quantity
DJI Air S2 4
DJI Mavic 3 2
DJI Avata 2 1
Robots
Equipment Name and Model/Manufacturer Quantity
Avatar III 1
Mobile Incident Command Vehicles
Equipment Name and Model/Manufacturer Quantity
28-foot-long, two-axle, bumper pulled Mobile Command Trailer 1
Breaching Equipment
Equipment Name and Model/Manufacturer Quantity
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Remington 870 breaching shotgun 2
CTS 12 gauge breaching munition 7
Royal Arms 12-gauge Flash Bang Cartridge 65
CTS 7290M Mini-Bang 10
Chemical Agent and Smoke Canisters
Equipment Name and Model/Manufacturer Quantity
Defense Technology Triple Chaser Smoke Grenade 3 canisters Defense Technology 518 Riot Continuous CS Grenade 6 canisters Defense Technology Riot Control CS Grenade 6 canisters
Defense Technology Triple Chaser CS Grenade 3 canisters Defense Technology Instantaneous Blast OC 2 canisters
40MM Launcher and Rounds
Equipment Name and Model/Manufacturer Quantity
Defense Technology 40MM multi-launcher 2
Defense Technology 40MM Spede-Heat Long Range CS 3 rounds Defense Technology 40MM Spede-Heat smoke 6 rounds
Defense Technology 40MM Stinger Ball / Foam Baton 20 rounds Less Lethal Shotgun
Equipment Name and Model/Manufacturer Quantity
Remington 870 Less-Lethal shotgun 20
Defense Technology 12-gauge Drag Stabilized Round 270 rounds Fiscal Impact
Calendar Year 2025
Robot- No maintenance in 2025.
Mobile Incident Command Vehicles- No maintenance in 2025.
Chemical Agent and Smoke Canisters- No annual maintenance. 40MM Launcher and Rounds- No maintenance in 2025.
Less Lethal Shotgun- No maintenance in 2025.
Flashbang/Diversionary Devices
Company: LC Action
Details: CTS 7290M- Mini Bang
Cost: 763.99 (Asset Forfeiture)
Training Costs
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330 South “C” Street, Madera, California 93638
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The use of certain items of military equipment and related special tactics are perishable skills that require ongoing training to maintain proficiency. The courses attended by officers can vary year to year depending on operational need. Funding sources for training are from the existing budget.
The following are training classes attended by officers in 2025 and associated costs related to military equipment covered in the annual equipment report:
Diversionary Device and Less Lethal Instructor Course
Company: Sacramento County Sheriff’s Department
Details: Instructor certifications for Less Lethal and Diversionary Devices.
Cost: $664/per person (2 Officers- General Fund-Training Budget) Maintenance Costs
Maintenance of Military Equipment Supply Levels
The Department may order up to 25% of the existing inventory of consumable items on this list in a calendar year, without Board approval, in order to maintain a stock available for Department needs. Consumable items include:
a. Breaching rounds
b. Chemical agents and smoke canisters
c. 40MM munitions
d. Less-lethal 12-gauge rounds
Summary of Complaints or Concerns:
None.
Violations of Equipment Use Policy:
None.
Anticipated Purchases
Calendar Year 2026
UAS Drone Certification
Test Company: PSI True Talent
Details: FAA testing and certification
Cost: $175/per person (5 officer – General Fund-Training Budget) Unmanned Aircraft System (UAS)- Combined purchase of (2) drones with extra batteries and accessories.
Estimated combined cost: $15,787.96. (Supplemental Law Enforcement Services Fund)
Chemical Agent/Smoke Canister/Less Lethal Munitions
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Company: LC Action
Details: The Madera Police Department is part of the Madera County Regional SWAT team with the Madera County Sheriff’s Office and Chowchilla Police Department and shares related expenses. We will be purchasing chemical agents, smoke, and lesslethal munitions, which will be retained and reported by the Sheriff’s Office and will not be counted in Madera PD’s military equipment inventory.
Cost: $7,819.29 (Supplemental Law Enforcement Services Fund) Breaching equipment
Company: AARDVARK Tactical
Details: Kinetic Breaching Tool
Cost: $12,000.00 (Supplemental Law Enforcement Services Fund)
ORDINANCE NO. 994 C.S.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
MADERA ADDING CHAPTER 16 TO TITLE III OF THE MADERA
CITY CODE RELATING TO ADOPTION OF A MILITARY
EQUIPMENT USE POLICY
THE CITY COUNCIL OF THE CITY OF MADERA DOES ORDAIN AS FOLLOWS:
SECTION 1. CHAPTER 16 is added to Title III of the Madera Municipal Code to read as follows:
Section 3.16.01
CHAPTER16
Military Equipment Use Policy
3-16.01
3-16.02
3-16.03
Title of Ordinance.
Findings.
Determinations.
Title of Ordinance
This chapter shall be titled "Military Equipment Use Policy." Section 3.16.02 Findings.
A. On September 30, 2021, Governor Gavin Newsom signed into law Assembly Bill 481, relating to the use of military equipment by law enforcement agencies.
B. Assembly Bill 481, codified at California Government Code sections 7070 through 7075, requires law enforcement agencies to obtain approval of the applicable governing body, by an ordinance adopting a "military equipment" use policy, at a regular meeting held pursuant to open meeting laws, prior to taking certain actions relating to the funding, acquisition, or use of military equipment. The term "military equipment" is defined in California Government Code section 7070.
C. Assembly Bill 481 allows the governing body of a city to approve the funding, acquisition, or use of military equipment within its jurisdiction only if it makes specified determinations.
D. The proposed Military Equipment Use Policy is found within Madera Police Department Policy Section 709.
E. The Military Equipment Use Policy as set forth in Madera Police Department Manual Section 709 was published on the Madera Police Department's internet website on April 21, 2022. The Madera Police Department Policy Section 709 was presented to City Council on April 21, 2022.
Page I of 3
F. The Military Equipment Use Policy as set forth in Department Policy Section 709 meets the requirements of California Government Code section 7070, subdivision (d).
Section 3-16.03. Determinations.
Based on the findings above, in addition to information provided to the City Council at the public hearing, the City Council determines as follows:
A. The military equipment identified in Madera Police Policy 709 is necessary, because there are no reasonable alternatives that can achieve the same objectives of officer and civilian safety.
B. The Military Equipment Use Policy as set forth in Madera Police Manual 709 will safeguard the public's welfare, safety, civil rights, and civil liberties.
C. The military equipment identified as Madera Police Manual 709 is reasonably cost effective compared to available alternatives that can achieve the same objective of officer and civilian safety.
D. The Military Equipment Use Policy as set forth in Madera Police Manual 709 is approved and adopted.
E. A copy of the Madera Police Manual 709 may be obtained from the Madera Police Department or the City Clerk.
SECTION 2. CEQA. The City Council finds and determines that this ordinance is not a "project" for the purposes of the California Environmental Quality Act (CEQA), as the ordinance does not have the potential for resulting in either a direct physical change in the environment, or a reasonably indirect physical change in the environment. Instead, the ordinance merely provides a procedural mechanism for enforcing the City's Municipal Code and abating nuisances so as to promote public health, safety, and welfare. As such, the adoption of this ordinance is not subject to CEQA.
SECTION 3. Effective Date. This ordinance shall become effective thirty days after its adoption.
SECTION 4. Publication. The City Clerk is authorized to cause this ordinance or a summary of this ordinance to be published in a newspaper of general circulation in the City of Madera, within .fifteen days after its adoption. If a summary of the ordinance is published, the City Clerk shall cause a certified copy of the full text of the proposed ordinance to be posted at City Hall at least five days prior to the meeting at which the ordinance is adopted and again after the meeting at which it is adopted. The ordinance shall become effective thirty days after its adoption. (Certification on next page)
The foregoing Ordinance No. 994 C.S. was introduced and given its first reading at a regular meeting of the City Council of the City of Madera held on the pt day of June 2022 and adopted after a second reading at a regular meeting of the City Council held on 15th day of June 2022 by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
AU
Mayor Garcia, Councilmembers Gallegos, Rodriguez, Montes, Evans, Mejia and Villegas.
None.
None.
None.
APPROVED:
SANTOS GAR
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Published with permission by Madera Police Department ***DRAFT*** Military Equipment - 1 Madera Police Department
Madera PD Policy Manual
Military Equipment
709.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the approval, acquisition, and reporting requirements of military equipment (Government Code § 7070; Government Code § 7071; Government Code § 7072).
709.1.1 DEFINITIONS
Definitions related to this policy include (Government Code § 7070):
Governing body – The elected or appointed body that oversees the Madera Police Department.
Military equipment – Includes but is not limited to the following:
• Unmanned, remotely piloted, powered aerial or ground vehicles. • Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers. • High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached. • Tracked armored vehicles that provide ballistic protection to their occupants. • Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units. • Weaponized aircraft, vessels, or vehicles of any kind. • Battering rams, slugs, and breaching apparatuses that are explosive in nature. This does not include a handheld, one-person ram.
• Firearms and ammunition of .50 caliber or greater, excluding standard-issue shotguns and standard-issue shotgun ammunition.
• Specialized firearms and ammunition of less than .50 caliber, including firearms and accessories identified as assault weapons in Penal Code § 30510 and Penal Code § 30515, with the exception of standard-issue firearms.
• Any firearm or firearm accessory that is designed to launch explosive projectiles. • Noise-flash diversionary devices and explosive breaching tools. • Munitions containing tear gas or OC, excluding standard, service-issued handheld pepper spray.
• TASER® Shockwave, microwave weapons, water cannons, and long-range acoustic devices (LRADs).
• Kinetic energy weapons and munitions.
• Any other equipment as determined by a governing body or a state agency to require additional oversight.
Policy
709
Madera Police Department
Madera PD Policy Manual
Military Equipment
Copyright Lexipol, LLC 2022/03/24, All Rights Reserved.
Published with permission by Madera Police Department ***DRAFT*** Military Equipment - 2 709.2 POLICY
It is the policy of the Madera Police Department (MPD) that members of this department comply with the provisions of Government Code § 7071 with respect to military equipment. 709.3 MILITARY EQUIPMENT COORDINATOR
The Chief of Police should designate a member of this department to act as the military equipment coordinator. The responsibilities of the military equipment coordinator include but are not limited to:
(a) Acting as liaison to the governing body for matters related to the requirements of this policy.
(b) Identifying department equipment that qualifies as military equipment in the current possession of the Department, or the equipment the Department intends to acquire that requires approval by the governing body.
(c) Conducting an inventory of all military equipment at least annually. (d) Collaborating with any allied agency that may use military equipment within the jurisdiction of Madera Police Department (Government Code § 7071). (e) Preparing for, scheduling, and coordinating the annual community engagement meeting to include:
1. Publicizing the details of the meeting.
2. Preparing for public questions regarding the department's funding, acquisition, and use of equipment.
(f) Preparing the annual military equipment report for submission to the Chief of Police and ensuring that the report is made available on the department website (Government Code § 7072).
(g) Establishing the procedure for a person to register a complaint or concern, or how that person may submit a question about the use of a type of military equipment, and how the Department will respond in a timely manner.
709.4 MILITARY EQUIPMENT INVENTORY
The list set forth in Attachment A is the list of qualifying equipment for the Department:
709.5 APPROVAL
The Chief of Police or the authorized designee shall obtain approval from the governing body by way of an ordinance adopting the military equipment policy. As part of the approval process, the Chief of Police or the authorized designee shall ensure the proposed military equipment policy is submitted to the governing body and is available on the department website at least 30 days prior to any public hearing concerning the military equipment at issue (Government Code § 7071). The military equipment policy must be approved by the governing body prior to engaging in any of the following (Government Code § 7071):
Madera Police Department
Madera PD Policy Manual
Military Equipment
Copyright Lexipol, LLC 2022/03/24, All Rights Reserved.
Published with permission by Madera Police Department ***DRAFT*** Military Equipment - 3 (a) Requesting military equipment made available pursuant to 10 USC § 2576a. (b) Seeking funds for military equipment, including but not limited to applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers.
(c) Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(d) Collaborating with another law enforcement agency in the deployment or other use of military equipment within the jurisdiction of this department. (e) Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body.
(f) Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of military equipment.
(g) Acquiring military equipment through any means not provided above. 709.6 COORDINATION WITH OTHER JURISDICTIONS
Military equipment used by any member of this department shall be approved for use and in accordance with this department policy. Military equipment used by other jurisdictions that are providing mutual aid to this department, or operating in conjunction with this department, shall comply with their respective military equipment use policies in rendering mutual aid. 709.7 ANNUAL REPORT
Upon approval of a military equipment policy, the Chief of Police or the authorized designee should submit a military equipment report to the governing body for each type of military equipment approved within one year of approval, and annually thereafter for as long as the military equipment is available for use (Government Code § 7072).
The Chief of Police or the authorized designee should also make each annual military equipment report publicly available on the department website for as long as the military equipment is available for use. The report shall include all information required by Government Code § 7072 for the preceding calendar year for each type of military equipment in department inventory. 709.8 COMMUNITY ENGAGEMENT
Within 30 days of submitting and publicly releasing the annual report, the Department shall hold at least one well-publicized and conveniently located community engagement meeting, at which the Department should discuss the report and respond to public questions regarding the funding, acquisition, or use of military equipment.
Madera Police Department
Madera PD Policy Manual
Military Equipment
Copyright Lexipol, LLC 2022/03/24, All Rights Reserved.
Published with permission by Madera Police Department ***DRAFT*** Military Equipment - 4 709.9 MAINTENANCE OF MILITARY EQUIPMENT SUPPLY LEVELS
The Department may order up to 25% of the existing inventory of consumable items in this list in a calendar year, without city council approval, to maintain a stock available for Department needs.
MPD is authorized to acquire additional stock of items listed here from other law enforcement agencies of CalOES in the event of an emergency when approved by the Chief of Police or designee. Consumable items include:
a. Breaching rounds
b. Distraction devices
c. Chemical agents and smoke canisters
d. 40MM munitions
e. Less-lethal 12-gauge rounds
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ATTACHMENT A TO POLICY 709 MILITARY EQUIPMENT
SECTION 709.4
SECTION ONE: Qualifying Equipment Owned/Utilized by the Madera Police Department.
1. Unmanned Aircraft System (UAS): An unmanned aircraft along with the associated equipment necessary to control it remotely.
a. Description, quantity, capabilities, and purchase cost of current UAS:
i. DJI Air S2, cost $1,500 each, quantity 3. Miniature UAS that weighs approximately 595 grams and can record video and obtain digital images with approximately 31 minutes of flight time.
b. Purpose
To be deployed when its view would assist officers or incident commanders with the following situations, which include but are not limited to:
i. Search for missing persons.
ii. Natural disaster management.
iii. Crime/Accident scene photography.
iv. SWAT, tactical or other public safety and life preservation missions. v. In response to specific requests from local, state, or federal fire authorities for fire response and/or prevention.
c. Authorized Use
Only assigned operators who have completed the required training shall be permitted to operate UASs during approved missions.
d. Expected Life Span
All UAS equipment, 3-5 years.
e. Fiscal Impact
Combined annual maintenance and battery replacement cost for all UASs is approximately $1,000.
f. Training
All Department UAS operators are licensed by the Federal Aviation Administration for UAS operation. In addition, each operator must attend quarterly department training. g. Legal and Procedural Rules
Use is established under FAA Regulation 14 CFR Part 107, and the MPD UAS policy.
It is the policy of the MPD to utilize UAS only for official law enforcement purposes, and in a manner that respects the privacy of our community, pursuant to State and Federal 2 | Page
law.
2. Robots: Unmanned machine operating on the ground utilized to enhance the safety to the community and officers.
a. Description, quantity, capabilities, and purchase cost i. Avatar III, cost: $90,000 each, quantity: 1. The Avatar III is a rugged, heavyduty tactical robot that allows personnel to remotely inspect dangerous situations safely and quickly. It has stair climbing ability and an arm capable of lifting 65lbs. The Avatar III also offers microphones, speakers, and cameras for communications, and can deliver small items into unsafe environments. b. Purpose
To be used to remotely gain visual/audio data, deliver hostage negotiator phone, open doors, disrupt packages, and visually clear buildings. c. Authorized Use
Only assigned operators who have completed the required training shall be permitted to operate the robot identified at section 2(a)(i). Use is established by the Investigations Lieutenant and/or Incident Commander.
d. Expected Life Span
15 years.
e. Fiscal Impact
Annual maintenance and battery replacement cost is approximately $250. f. Training
All robot operators complete annual basic operator training to operate the robot identified at sections 2(a)(i).
g. Legal and Procedural Rules
It is the policy of the MPD to utilize a robot only for official law enforcement purposes, and in a manner that respects the privacy of our community, pursuant to State and Federal law.
3. Mobile Incident Command Vehicle: A mobile office that provides shelter, access to Police Department computer systems, and incident briefing room for extended events. a. Description, quantity, capabilities, and purchase cost i. 2009 Wells Cargo- model EW2824W. 28-foot-long, two-axle, bumper pulled Mobile Command Trailer, cost $41,000, quantity 1. The interior of the trailer provides three workstations with computers and mobile radios. The trailer has 3 | Page
a small refrigerator, microwave, and climate control unit. b. Purpose
To be used based on the specific circumstances of a given critical incident, large event, natural disaster, or community event that is taking place. c. Authorized Use
The Mobile Command Center (MCC) shall be used by Officers / Volunteers trained in their deployment and in a manner consistent with Department policy and training.
Furthermore, only Officers / Volunteers who are properly licensed and have completed a driver’s training program will be allowed to drive the MCC. d. Lifespan
20 years with IT upgrades every 5 – 7 years.
e. Fiscal Impact
Annual maintenance cost is approximately $2,050.
f. Training
The driver/operator shall receive training in the safe handling of the vehicle on a closed training course.
g. Legal and Procedural Rules
It is the policy of the MPD to use the MCC only for official law enforcement purposes, and in accordance with California State law regarding the operation of motor vehicles.
4. Breaching Equipment: Tools that are used to breach doors or glass by use of slugs or explosives.
a. Description, quantity, capabilities, and purchase cost i. Remington 870 breaching shotgun, cost: $500, quantity 2. This weapon allows for breachers to utilize shotgun breaching rounds in order to defeat deadbolts, locks, and hinges. The stand-off that is attached to the end of the barrel allows for positive placement of the gun into the correct position and vents gasses to prevent overpressure. This weapon can also defeat windows and sliding glass doors with a flash bang round. 4 | Page
ii. CTS 12-gauge breaching munition, #2570, cost $7 each, quantity 10. The round is fired from a breaching shotgun and is used to disrupt locking mechanisms and hinges, defeat and breach external and internal doors. iii. Royal Arms Flash Bang Cartridge FBC (Red Cap), cost: $7.50, quantity: 81, This cartridge is used with the breaching shotgun for diversionary, disorientation, breaching, and crowd control. The round is designed to breach solid wood doors, sliders, and car windows.
b. Purpose
To gain entry safely and quickly into a structure.
c. Authorized Use
Breaching with 12-gauge rounds may only occur after authorization by the Incident Commander or SWAT Commander in the field, and during training exercises. d. Lifespan
Breaching shotgun – 25 years
Breaching rounds – 5 years
e. Fiscal Impact
Annual maintenance is approximately $500.
f. Training
All Officers who use breaching rounds shall be certified by a POST instructor in the use of breaching rounds and equipment.
g. Legal and Procedural Rules
It is the policy of the MPD to utilize breaching equipment only for official law enforcement purposes, and pursuant to State and Federal law.
5. Chemical Agent and Smoke Canisters: Canisters that contain chemical agents that are released when deployed.
a. Description, quantity, capabilities, and purchase cost i. Defense Technology, Flameless Tri-Chamber SAF Smoke Grenade, #1027, cost $43 each, quantity 100. The Tri-chamber flameless smoke grenade will deliver .70 oz of agent during a 20-25 second burn time. It can be used in crowd control as well as tactical deployment situations but was designed with a barricade situation in mind. Its applications in tactical situations are primarily to detect and/or dislodge barricaded subjects. It provides the option of delivering indoors, maximizing the chemicals’ effectiveness via heat and vaporization, while minimizing or negating the chance of fire to the structure. 5 | Page
ii. Defense Technology, Riot Control Continuous Discharge Grenade, CS, #1082, cost $27, quantity 6. The Riot Control CS Grenade is designed specifically for outdoor use in crowd control situations with a high-volume continuous burn that expels its payload through four gas ports located on top of the canister. It can be used to conceal tactical movement or to route a crowd. The launchable grenade holds 2.7 oz of active agent.
iii. Defense Technology, Flameless Tri-Chamber CS Grenade, #1026, cost $45 each, quantity 3. The Tri-Chamber Flameless CS Grenade allows the contents to burn within an internal can and disperse the agent safely with reduced risk of fire. It is designed primarily for indoor tactical situation to detect and/or dislodge a barricaded subject. The grenade will deliver .70 oz of agent during its 20-25 seconds burn time. The purpose of the Tri-Chamber Flameless Grenade is to minimize the risks to all parties through pain compliance, temporary discomfit, and/or incapacitation of potentially violent or dangerous subjects. iv. Defense Technology, Instantaneous Blast OC #1040, cost $27, quantity 2. The Instantaneous Blast OC grenade is designed for indoor or outdoor use; this grenade’s powder is expelled upon initiation of a small internal detonator that has sufficient force to split the canister at six machined groves on the outside surface. This device is well suited for affecting numerous subjects grouped in an area, using wind to the advantage. It will deliver 1.5 oz of active agent. b. Purpose
To limit the escalation of conflict and minimize the use of more serious force options.
Situations for use of the chemical agents’ systems may include, but are not limited to:
i. Self-destructive, dangerous and/or combative individuals. ii. Riot/crowd control and civil unrest incidents.
iii. Circumstances where a tactical advantage can be obtained. iv. Potentially vicious animals.
v. Training exercises or approved demonstrations.
c. Authorized Use
Only Officers who have received POST certification in the use chemical agents are authorized to use chemical agents.
d. Training
Officers utilizing chemical agent canisters are certified by POST in the use of less lethal and chemical agents instructors.
e. Lifespan
5 years from manufacturing date.
f. Fiscal Impact
6 | Page
No annual maintenance.
g. Legal and Procedural Rules
It is the policy of the MPD to utilize chemical agents only for official law enforcement purposes, and pursuant to State and Federal law, including those regarding the use of force.
6. 40MM Launchers and Rounds: 40MM Launchers are utilized by department personnel as a less lethal tool to launch impact rounds and chemical munitions. a. Description, quantity, capabilities, and purchase cost:
i. Defense Technology, 40MM tactical 4 shot launcher, #1440, quantity 2, cost $2500 each. The 40MM multi launcher is a multi-shot pump action launcher that features an adjustable stock, integrated front grip, and an accessory rail. It features a revolving cylinder that will hold four rounds and will fire standard 40MM less lethal ammunition up to 4.8 inches in cartridge length. ii. Defense Technology Spede-Heat 40MM long-range, CS, #6182, cost $30 each, quantity 3. The Spede-Heat CS longe-range munitions delivers one chemical canister of CS agent from a 40MM launcher down range up to 150 yards. The pyrotechnic round is designed specifically for outdoor use in crowd control situations.
iii. Defense Technology Spede-Heat 40MM long-range round, SAF Smoke #6183, cost $27 each, quantity 6. The Spede-Heat SAF Smoke munitions deliver one chemical canister of SAF-smoke down range up to 150 yards. The round is designed for outdoor use in crowd control situations with a continuous burn that expels it payload in 20-40 seconds from a single source. iv. Defense Technology Stinger 40MM .60 caliber rubber ball round, #6097, cost $28 each, quantity 20. The Stinger 40MM .60 caliber round is most widely used as a crowd management tool by law enforcement. The round contains approximately eighteen .60 caliber rubber balls. It utilizes smokeless powder as the propellants. The round is generally deployed in low trajectories or skip fired in the general direction (non-target specific) of the intended targets. It is suitable for administering a means of pain compliance over a distance of 15-40 feet with non-compliant crowds.
b. Purpose
To limit the escalation of conflict where employment of lethal force is prohibited or undesirable.
c. Authorized Use
Situations for use of the less lethal weapon systems may include, but are not limited to:
7 | Page
i. Self-destructive, dangerous, and/or combative individuals. ii. Riot/crowd control and civil unrest incidents.
iii. Circumstances where a tactical advantage can be obtained. iv. Potentially vicious animals.
v. Training exercises or approved demonstrations.
d. Training
Officers utilizing 40MM less lethal chemical agents or impact rounds are trained in their use by POST certified less lethal and chemical agents’ instructors. e. Lifespan
40MM Launchers - 15 years.
40MM munitions - 5 years.
f. Fiscal Impact
Annual maintenance is approximately $50 for each launcher. g. Legal and Procedural Rules
It is the policy of MPD to utilize the 40mm equipment only for official law enforcement purposes, and pursuant to State and Federal law, including those regarding the use of force.
7. Less Lethal Launcher: A Less Lethal Launcher is used to deploy the less lethal 12-gauge rounds.
a. Description, quantity, capabilities, and purchase cost i. Remington 870 Less Lethal Launcher, cost $950 each, quantity: 25. Used to deploy less lethal impact munitions. The stock and pump grip of the launcher are bright orange in color to indicate it’s use as less lethal. ii. 12-gauge Safariland drag stabilized beanbag round, #3027, cost: $5, quantity 234. A less lethal 12-gauge round that launches a ballistic fiber bag filled with 40 grams of lead shot. The effective range of this munition is at least 20 feet up to 75 feet from the target. It does not require a minimum range to “unfold” or “stabilize” and accuracy is relative to the launcher, barrel length, environmental conditions, and the operator.
b. Purpose
To limit the escalation of conflict and attempt to avoid the need for lethal force.
8 | Page
c. Authorized Use
Situations for use of the less lethal weapon systems may include, but are not limited to:
i. Self-destructive, dangerous and/or combative individuals. ii. Riot/crowd control and civil unrest incidents.
iii. Circumstances where a tactical advantage can be obtained. iv. Potentially vicious animals.
v. Training exercises or approved demonstrations.
d. Lifespan
Remington 870 Less Lethal Launcher–
25years
Safariland drag stabilized round–No
expiration
e. Fiscal Impact
Annual maintenance is approximately $50 for each shotgun. f. Training
All officers are trained in the use of 12-gauge less lethal launcher as a less lethal option by in-service training.
g. Legal and Procedural Rules
It is the policy of the MPD to utilize the less lethal launcher only for official law enforcement purposes, and pursuant to State and Federal law, including those regarding the use of force.
SECTION TWO: Qualifying equipment known to be owned and/or utilized by law enforcement units with which the Madera Police Department collaborates and/or participates for law enforcement purposes. The Madera Police Department participates in the Madera County Regional SWAT Team. This equipment is owned and operated by Madera County SWAT Team through the Madera County Sheriff’s Office, which could result in its deployment and/or use in the City of Madera.
1. Unmanned Aircraft System (UAS): An unmanned aircraft along with the associated equipment necessary to control it remotely.
2. Robots: Unmanned machine operating on the ground utilized to enhance the safety to the community and officers.
3. Armored Vehicles: Commercially produced, wheeled, armored personnel vehicle utilized for law enforcement purposes.
9 | Page
4. Mobile Incident Command Vehicle: A mobile office that provides shelter, access to Sheriff’s Office computer systems, incident briefing room, and restroom facilities for extended events.
5. Breaching Equipment: Tools that are used to breach doors or glass by use of slugs or explosives.
6. Distraction Devices: A distraction device produces a loud noise and bright flash and is used to distract and temporarily disorient dangerous suspects during hostage rescue, room entries, or other high-risk arrest situations.
7. Chemical Agent and Smoke Canisters: Canisters that contain chemical agents that are released when deployed.
8. CTS Launching Cup: Cups that attach to 12 gauge less lethal shotguns which allow officers to launch canisters of chemical agents or smoke.
9. PepperBall Launcher: A device that discharges irritant projectiles.
10.Long Range Acoustic Device (LRAD): A high intensity directional acoustical array for long-range, crystal-clear hailing, notification, and an unmistakable warning tone. The LRAD is primarily used as a communication device.
11.40MM and 37MM Launchers and Rounds: 40MM and 37MM Launchers are utilized by department personnel as a less lethal tool to launch impactrounds and chemical munitions.
12.Less Lethal Launcher: A Less Lethal Launcher is used to deploy 12-gauge rounds.
SECTION THREE: This Policy has been adopted by the City Council as Ordinance No. ______
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
_________________________________ Agenda Number: ___________ Will Tackett, Community Development Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Consideration of adoption of an ordinance creating an expedited and streamlined permitting process for electric vehicle charging stations.
RECOMMENDATION:
Waive full reading and introduce by title only an Ordinance of the City Council of the City of Madera, adding Chapter 7 of Title IX of the City Municipal Code, to create an Expedited Permit Process for Electrical Vehicle Charging Stations, with the associated CEQA findings (CEQA Guidelines Section 15061[b][3]).
SUMMARY:
The California Government Code (§§ 65850.7 and 65850.71) requires all local jurisdictions (cities and counties) to streamline the permitting process for Electric Vehicle Charging Stations (EVCS) by adopting a mandatory ordinance to approve applications to install EVCS through the issuance of a building permit or other similar nondiscretionary permit.
The California Legislature has found and declared that it is the intent of the Legislature that the implementation of consistent statewide standards to achieve the timely and cost-effective installation of EVCS is not a municipal affair, as that term is used in Section 5 of Article XI of the California Constitution, but is instead a matter of statewide concern; and, that it is the policy of the state to promote and encourage the use of EVCS and to limit obstacles to their use. In furtherance of this intent, local agencies shall not adopt ordinances that create unreasonable barriers to the installation of EVCS or unreasonably restrict the ability of homeowners and business concerns to install EVCS.
For cities with populations under 200,000, the initial deadline to adopt an ordinance creating an expedited, streamlined permitting process for EVCS was September 30, 2017. Therefore, local jurisdictions are required to adopt the mandatory ordinance to expedite and streamline the permitting process for EVCS immediately. The proposed ordinance will amend the City Municipal Code in accordance with State law.
DISCUSSION:
A-5
RETURN TO AGENDA
In 2015, the State of California adopted Assembly Bill 1236 (codified as Cal. Gov’t Code § 65850.7), which requires local agencies to adopt an ordinance to create an expedited, streamlined permitting process for EVCS. Additionally, in 2021, the State adopted Assembly Bill 970 (amending Cal. Gov’t Code § 65850.7 and adding § 65850.71)
Pursuant to these provisions of the California Government Code, an “electric vehicle charging station” or “charging station” means any level of electric vehicle supply equipment station that is designed and built in compliance with Article 625 of the California Electrical Code (as it reads on the effective date of Cal.
Gov’t Code § 65850.7), and delivers electricity from a source outside an electric vehicle into a plug-in electric vehicle.
In accordance with these provisions, a local agency shall administratively approve an application to install EVCS through issuance of a building permit or similar nondiscretionary permit. The review of an application to install an EVCS shall be limited to the building official's review of whether it meets all health and safety requirements of local, state, and federal law. The requirements of local law shall be limited to those standards and regulations necessary to ensure that the electric vehicle charging station will not have a specific, adverse impact upon the public health or safety. However, if the building official of the city, county, or city and county makes a finding, based on substantial evidence, that the electric vehicle charging station or hydrogen-fueling station could have a specific, adverse impact upon the public health or safety, the city, county, or city and county may require the applicant to apply for a use permit.
For purposes of streamlining, these provisions of the Government Code also set forth timelines or time periods during which applications to install EVCS shall be reviewed for completeness (or otherwise, at which they are to be determined complete) and acted upon (or otherwise, at which they shall be deemed approved) contingent upon the number of EVCS proposed to be installed at a single site.
Furthermore, in developing an expedited permitting process, the local agency shall adopt a checklist of all requirements with which electric vehicle charging stations shall comply to be eligible for expedited review; and in doing so, may refer to the recommendations in the most current version of the “Plug-In Electric Vehicle Infrastructure Permitting Checklist” of the “Zero-Emission Vehicles in California: Community Readiness Guidebook” published by the Governor’s Office of Land Use and Climate Innovation (f.k.a., the Governor’s Office of Planning and Research).
This Guidebook recommends local governments develop and utilize a permitting checklist that references all required elements for approval of a permit. In order to facilitate a streamlined, non-discretionary permit process and to determine if certain criteria are being met, checklists are to contain objective requirements for the installation of an electric vehicle charging station and a process for electronic submittal of permit applications. For example, the content of the checklist requires the permit applicant to check the features of the existing electrical service such as rating in amperes, system voltage, connected or calculated load, spare capacity in amperes, voltage and ampere rating of the electric vehicle supply equipment, circuit rating of the electric vehicle supply equipment, location of the electric vehicle supply equipment, if ventilation is/or is not required, and clearances of the charging equipment to comply with all applicable building and fire safety laws. The checklist also assists the applicant in confirming that the location of the electric vehicle supply equipment will comply with any vehicle clearance requirements in the City’s Zoning Ordinance.
Finally, the provisions of the Government Code provide that a jurisdiction shall not condition approval of a permit for an EVCS based on the approval of an association, as that term is defined in Section 4080 of the Civil Code (i.e., a nonprofit corporation or unincorporated association created for the purpose of managing a common interest development).
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
The proposed activity has been reviewed for compliance with the requirements of the California Environmental Quality Act (CEQA) Guidelines.
Pursuant to the provisions of Section 15378(b)(5) of the CEQA Guidelines, a “Project” does not include organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
To the extent the proposed adoption of an ordinance to amend Title IX of the City Municipal Code to create an expedited, streamlined permitting process for electric vehicle charging stations, as required by California Government Code Sections 65850.7 and 65850.71, may be considered a “Project” in accordance with the provisions of Section 15378 of the CEQA Guidelines, the activity is considered to be exempt pursuant to Section 15061(b)(3) of the CEQA Guidelines. The activity is covered by the common sense exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
Adoption of the proposed ordinance is a regulatory action required to implement changes to State law which mandate local agencies adopt regulations to create a streamlined procedure and expedited administrative (ministerial) EVCS permitting process. Ordinance adoption does not, in and of itself, issue a permit to a person or authorize a specific construction project or result in a physical change in the environment.
FINANCIAL IMPACT:
There are no direct financial impacts directly to the City other than the staff resource time required to prepare this report. Implementation will occur as EVCS permit applications are submitted for City review, at which time applicants will be required to remit fees in accordance with the Master Fee Schedule.
EVCS readiness, including the creation of an expedited, streamlined administrative permitting process will implement consistent statewide standards to achieve the timely and cost-effective installation of EVCS in accordance with State law and will support the growth of electric vehicles as an economically viable and environmentally sustainable means of transportation in City of Madera.
ACTIONS FOLLOWING APPROVAL:
If necessary, the City Clerk and Building Official will cause the local amendments and findings to be refiled with the California Building Standards Commission.
Concurrent with Council’s consideration of adoption of the ordinance, staff has taken measures to meet all requirements of the Government Code, which includes finalizing the mandatory application checklist in a manner which is consistent with the “Plug-In Electric Vehicle Infrastructure Permitting Checklist” of the “Zero-Emission Vehicles in California: Community Readiness Guidebook.” Building and Fire inspection staff are also developing procedures for expedient and thorough inspection of permitted EVCS. Following adoption and once an ordinance becomes effective, the final checklist, including procedures, will be posted to the City of Madera Building Department webpage in accordance with the requirements of the Government Code.
ALTERNATIVES:
Local jurisdictions which are not yet in compliance with the cited provisions of the California Government Code are required to adopt a mandatory ordinance to expedite and streamline the permitting process for EVCS immediately.
As an alternative to staff’s recommendation, the Council may elect to adopt the proposed ordinance with amendments. The City may adopt an ordinance that modifies the checklists and standards found in the Guidebook due to unique climatic, geological, seismological, or topographical conditions.
The Government Code provides, a city, county, or city and county determines that it is unable to authorize the acceptance of an electronic signature on all forms, applications, and other documents in lieu of a wet signature by an applicant, the city, county, or city and county shall state, in the required ordinance, the reasons for its inability to accept electronic signatures and acceptance of an electronic signature shall not be required.
It is the opinion of City staff that no amendments to the proposed ordinance are required due to unique conditions. The City of Madera Building Department does have the ability to accept electronic signatures on all forms, applications and other documents.
ATTACHMENTS:
1. Proposed Ordinance adding Chapter 7 of Title IX of the City Municipal Code ATTACHMENT 1
Proposed Ordinance adding Chapter 7 of Title IX
of the City Municipal Code
ORDINANCE NO. ______
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA, ADDING CHAPTER 7 OF TITLE IX OF THE CITY MUNICIPAL CODE, TO CREATE AN
EXPEDITED PERMIT PROCESS FOR ELECTRICAL VEHICLE CHARGING STATIONS,
WITH THE ASSOCIATED CEQA FINDINGS
(CEQA GUIDELINES SECTION 15061[B][3])
WHEREAS, the State of California adopted Assembly Bill 1236, which requires local agencies to adopt an ordinance that creates an expedited and streamlined permitting process for electric vehicle charging systems; and
WHEREAS, creation of an expedited, streamlined permitting process for electric vehicle charging stations would facilitate convenient charging of electric vehicles and help reduce the City’s reliance on environmentally damaging fossil fuels; and WHEREAS, it is the policy of the state and interest of the City Council to promote and encourage the use of electric vehicle charging stations, to limit obstacles to their use and minimize associated costs; and
WHEREAS, the City provided notice of the City Council hearing as required by law; and WHEREAS, the City Council now desires to add Chapter 7 of Title IX of the City Municipal Code to adopt an ordinance that creates an expedited and streamlined permitting process for electric vehicle charging systems as set forth herein.
NOW THEREFORE, the City Council of the City of Madera ordains as follows:
SECTION 1. Recitals. The City Council hereby finds that all of the facts set forth in the recitals above are true and correct and incorporated herein.
SECTION 2. CEQA. A preliminary environmental assessment was prepared in accordance with the provisions of the California Environmental Quality Act (CEQA). The City Council has determined, to the extent the proposed adoption of an ordinance to amend Title IX of the City Municipal Code to create an expedited, streamlined permitting process for electric vehicle charging stations, as required by California Government Code Sections 65850.7 et seq., may be considered a “Project” in accordance with the provisions of Section 15378 of the CEQA Guidelines, the activity is considered to be exempt pursuant to Section 15061(b)(3) of the CEQA Guidelines. The activity is covered by the common sense exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Adoption of the proposed ordinance is a regulatory action required to implement changes to State law which mandate local agencies adopt regulations to create a streamlined procedure and expedited administrative (ministerial) EVCS permitting process. Ordinance adoption does not, in and of itself, issue a permit to a person or authorize a specific construction project or result in a physical change in the environment.
SECTION 3. Chapter 7, Title IX is hereby added to the City Municipal Code to read as follows:
CHAPTER 7: EXPEDITED PERMIT PROCESS FOR ELECTRICAL VEHICLE CHARGING STATIONS 9-7.01 Purpose
9-7.02 Definitions
9-7.03 Expedited Permitting Process
9-7.04 Permit Application Processing
9-7.05 Technical Review
9-7.06 Electric Vehicle Charging Station Installation Requirements § 9-7.01 PURPOSE
The purpose of this chapter is to promote and encourage the use of electric vehicles by creating an expedited, streamlined permitting process for electric vehicle charging stations while promoting public health and safety and preventing specific adverse impacts in the installation and use of such charging stations. This chapter is also purposed to comply with California Government Code Section 65850.7 et seq., as may be amended. § 9-7.02 DEFINITIONS
For the purposes of this chapter, the following definitions shall apply:
ELECTRIC VEHICLE CHARGING STATION or CHARGING STATION. Any level of electric vehicle supply equipment station that is designed and built in compliance with Article 625 of the California Electrical Code, as it reads on the effective date of this chapter, and delivers electricity from a source outside an electric vehicle into a plug-in electric vehicle.
SPECIFIC, ADVERSE IMPACT. A significant, quantifiable, direct, and unavoidable impact, based on objective, identified, and written public health or safety standards, policies, or conditions as they existed on the date the application was deemed complete.
ELECTRONIC SUBMITTAL. The utilization of one or more of the following:
(1) Electronic mail or email.
(2) The internet.
(3) Facsimile.
§ 9-7.03 EXPEDITED PERMITTING PROCESS
Consistent with Government Code Section 65850.7 et seq., as may be amended, the Building Official shall implement an expedited, streamlined permitting process for electric vehicle charging stations, and adopt a checklist of all requirements with which electric vehicle charging stations shall comply with in order to be eligible for expedited review. The expedited, streamlined permitting process and checklist may refer to the recommendations contained in the most current version of the “Plug-In Electric Vehicle Infrastructure Permitting Checklist” of the “ZeroEmission Vehicles in California: Community Readiness Guidebook” as published by the Governor’s Office of Land Use and Climate Innovation. The City’s adopted checklist shall be published on the City’s website.
§ 9-7.04 PERMIT APPLICATION PROCESSING
(A) Prior to submitting an application for processing, the applicant shall verify that the installation of an electric vehicle charging station will not have specific, adverse impact to public health and safety and building occupants. Verification by the applicant includes but is not limited to: electrical system capacity and loads; electrical system wiring, bonding and overcurrent protection; building infrastructure affected by charging station equipment and associated conduits; areas of charging station equipment and vehicle parking. (B) A permit application that satisfies the information requirements in the City’s adopted checklist shall be deemed complete, and shall be processed, in accordance with the applicable time period and as required by Government Code Section 65850.71. Upon confirmation by the Building Official that the permit application and supporting documents meet the requirements of the City’s adopted checklist and are consistent with all applicable laws and health and safety standards, the Building Official shall, consistent with Government Code Section 65850.7, approve the application and issue all necessary permits. Such approval does not authorize an applicant to energize or utilize the electric vehicle charging station until a final inspection is approved by the City. If the Building Official determines that the permit application is incomplete, he or she shall issue a written correction notice to the applicant, detailing all deficiencies in the application and identifying any additional information required to be eligible for expedited permit issuance.
(C) Consistent with Government Code Section 65850.7, the Building Official shall allow for electronic submittal of permit applications covered by this chapter and associated supporting documentation. In accepting such permit applications, the Building Official shall also accept electronic signatures on all forms, applications, and other documentation in lieu of a wet signature by any applicant.
§ 9-7.05 TECHNICAL REVIEW
(A) It is the intent of this chapter to encourage the installation of electric vehicle charging stations by removing obstacles to permitting for charging stations so long as the action does not supersede the Building Official’s authority to address higher priority life-safety situations. If the Building Official makes a finding based on substantial evidence that the electric vehicle charging station could have a specific adverse impact upon the public health or safety, as defined in this chapter, the City may require the applicant to apply for a use permit. (B) In the technical review of a charging station, consistent with Government Code Section 65850.7, the Building Official shall not condition the approval for any electric vehicle charging station permit on the approval of such a system by an association, as that term is defined by Civil Code Section 4080.
§ 9-7.06 ELECTRIC VEHICLE CHARGING STATION INSTALLATION REQUIREMENTS (A) Electric vehicle charging station equipment shall meet the requirements of the California Electrical Code, the Society of Automotive Engineers, the National Electrical Manufacturers Association, and accredited testing laboratories such as Underwriters Laboratories, and rules of the Public Utilities Commission or a municipal electric utility company regarding safety and reliability.
(B) Installation of electric vehicle charging stations and associated wiring, bonding, disconnecting means and overcurrent protective devices shall meet the requirements of Article 625 and all applicable provisions of the California Electrical Code. (C) Installation of electric vehicle charging stations shall be incorporated into the load calculations of all new or existing electrical services and shall meet the requirements of the California Electrical Code. Electric vehicle charging equipment shall be considered a continuous load.
(D) Anchorage of either floor-mounted or wall-mounted electric vehicle charging stations shall meet the requirements of the California Building or Residential Code as applicable per occupancy, and the provisions of the manufacturer’s installation instructions. Mounting of charging stations shall not adversely affect building elements.
SECTION 4. Severability Clause. If any section, subsection, sentence, clause, phrase, or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of any competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance, and each section, subsection, sentences, clauses, or phrases, or portions thereof not declared invalid or unconstitutional without regard to whether any portion of the Ordinance would be subsequently declared invalid or unconstitutional.
SECTION 5. Effective Date of Ordinance. This Ordinance shall be effective and of full force and effect at 12:01 a.m. on the thirty-first day after its passage. All ordinances and parts of ordinances in conflict herewith, to the extent inconsistent and no further, are hereby repealed or modified to the extent necessary to effect the provisions of this Ordinance.
SECTION 6. Publication. The City Clerk shall certify to the passage and adoption of this Ordinance by the City Council of the City of Madera and shall cause this Ordinance to be published or posted in accordance with Government Code Section 36933 as required by law. *******
Minutes of a Regular Meeting of the Madera City Council Wednesday, March 4, 2026 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. The meeting was available for public viewing and participation through Zoom. Members of the public were able to observe the live-streamed meeting on the City’s website and were able to comment on agenda items at the meeting, remotely through an electronic meeting via phone, via email and by regular mail.
CALL TO ORDER: Meeting was called to order at 6:01 p.m.
ROLL CALL:
Present: Mayor Cece Gallegos
Mayor Pro Tem Rohi Zacharia, District 1
Councilmember Steve Montes, District 3 (Arrived at 6:05 p.m.) Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
Absent: Councilmember Jose Rodriguez, District 2
Councilmember Anita Evans, District 4
Others present were City Manager Arnoldo Rodriguez, City Clerk Alicia Gonzales, City Attorney Shannon L. Chaffin, City Engineer Keith Helmuth, Division Fire Chief Larry Pendarvis, Fire Battalion Chief Anthony Garcia, Grants Administrator Marcela Zuniga, Director of Human Resources Wendy Silva, Director of Information Technology Gary Price, Director of Parks and Community Services Joseph Hebert, Planning Manager David Brletic, Chief of Police Giachino Chiaramonte, Public Works Director Harpiar Gandhi and Communication Specialist Joseph Carrello.
INVOCATION: Pastor Mike Souza, Harvest Community Church PLEDGE OF ALLEGIANCE: Mayor Pro Tem Zachariah
APPROVAL OF AGENDA:
ON MOTION BY MAYOR PRO TEM ZACHARIA AND SECONDED BY COUNCILMEMBER VILLEGAS, THE AGENDA WAS APPROVED UNANIMOUSLY BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND EVANS.
PRESENTATIONS:
1. Proclamation Recognizing the Retirement of Scott Farrell, Fire Apparatus Engineer
2. Proclamation Recognizing Women’s History Month
3. Proclamation Recognizing Red Cross Month
Item: B-1
Minutes for: 03/04/2026
Adopted: 03/18/2026
RETURN TO AGENDA
City of Madera City Council Minutes
205 W. 4th Street March 4, 2026
Madera, CA 93637 Page 2 of 7
PUBLIC COMMENT:
The first 15 minutes of the meeting are reserved for members of the public to address the Council on items which are within the subject matter jurisdiction of the Council. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.
Harlon Rippetoe, the founder of the Big Valley Horseshoe League, advised that he has been informed that the City has planned additional courts at Rotary Park. He mentioned that he is extremely grateful and thanked Council.
No further Public Comment was presented. Public Comment was closed.
A. PUBLIC HEARINGS:
A-1 Reallocation of Community Development Block Grant COVID (CDBG-CV) Program Funds from the Program Year 2020/21
Recommendation: Adopt a Resolution to:
1. Reallocate $256,050.21 to the Construction of a Basketball Court at Rotary Gateway Park; and
2. Approve the Amendment of the 2020/21 CDBG Annual Action Plan to Update the CDBG CV Scope of Work and Funding Activity (Report by Michael Lima)
ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM A-1 WAS APPROVED UNANIMOUSLY BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND EVANS.
RES 26-25 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA APPROVING THE REALLOCATION OF COMMUNITY
DEVELOPMENT BLOCK GRANT-COVID 19 (CDBG-CV) FUNDS IN THE AMOUNT OF $256,050.21 TO THE CONSTRUCTION OF A BASKETBALL COURT AT ROTARY PARK AND THE AMENDMENT OF THE PY 2020/21
CDBG ANNUAL ACTION PLAN
B. CONSENT CALENDAR:
Matters listed under the Consent Calendar are considered routine and will be enacted by one motion and one vote.
ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER VILLEGAS, THE CONSENT CALENDAR WAS APPROVED UNANIMOUSLY BY A 5/0 VOTE. ABSENT:
COUNCILMEMBERS RODRIGUEZ AND EVANS.
B-1 Minutes – February 18, 2026
Recommendation: Approve the City Council Minutes of February 18, 2026 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for January 24 to February 20, 2026 (Report by Michael Lima)
City of Madera City Council Minutes
205 W. 4th Street March 4, 2026
Madera, CA 93637 Page 3 of 7
B-3 Informational Report on Personnel Activity
Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Report by Wendy Silva) B-4 Temporary Authority for the City Manager to Offer Higher than C-step for Certain Classifications
Recommendation: Adopt a Resolution Providing the City Manager Temporary Authority to Offer Candidates Considered for Public Safety Dispatcher and Police Officer Positions Higher than C-step on the Assigned Salary Range for the Classifications (Report by Wendy Silva)
RES 26-26 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
PROVIDING THE CITY MANAGER TEMPORARY AUTHORITY TO OFFER
PUBLIC SAFETY DISPATCHER AND POLICE OFFICER CANDIDATES HIGHER
THAN C-STEP ON THE ASSIGNED SALARY RANGE
B-5 Designation of Applicant’s Agents for Federal Disaster Assistance and Grant Assistance Recommendation: Adopt a Resolution Designating the City Manager, Director of Financial Services, Director of Human Resources, and Administrative Analyst (Human Resources) to act as Applicant’s Agents on behalf of the City of Madera with the Federal Emergency Management Agency and California Governor’s Office of Emergency Services for a period of three years beginning April 5, 2026 (Report by Wendy Silva)
RES 26-27 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA, DESIGNATING APPLICANT'S AGENTS TO ACT ON BEHALF OF
THE CITY OF MADERA WITH THE FEDERAL EMERGENCY MANAGEMENT AGENCY AND CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY
SERVICES
B-6 Certificate of Recognition Honoring State Senator Anna Caballero Recommendation: Adopt a Minute Order Approving a Certificate of Recognition Honoring State Senator Anna Caballero for Her Efforts in Securing $500,000 in Funding for Improvements at Town & Country Park (Report by Alicia Gonzales)
B-7 Certificate of Recognition Recognizing Assemblywoman Esmeralda Soria Recommendation: Adopt a Minute Order Approving a Certificate of Recognition Honoring Assemblywoman Esmeralda Soria for Her Efforts in Securing $1,100,000 in Funding for Improvements at Town & Country Park (Report by Alicia Gonzales)
B-8 Certificate of Recognition Recognizing Tosted Asphalt Recommendation: Adopt a Minute Order Approving a Certificate of Recognition Honoring Tosted Asphalt, Inc. for Improvements at Town & Country Park and Completion of the Lions Town & Country Park Trail Improvements Project (Report by Alicia Gonzales)
City of Madera City Council Minutes
205 W. 4th Street March 4, 2026
Madera, CA 93637 Page 4 of 7
B-9 Event Exhibitor Guidelines, Release, and Indemnification Agreement with Clovis Community College
Recommendation: Adopt a Resolution Authorizing the City Manager to Execute Agreements for the City’s Participation in Clovis Community College Job Fairs (Report by Wendy Silva)
RES 26-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
AUTHORIZING THE CITY MANAGER TO EXECUTE NO-FEE EXHIBITOR
GUIDELINES, RELEASE, AND INDEMNIFICATION AGREEMENTS WITH
CLOVIS COMMUNITY COLLEGE
B-10 Caltrans Drainage Agreement 06-1833
Recommendation: Adopt a Resolution Approving Caltrans Drainage Agreement 06-1833 (Report by Keith Helmuth)
RES 26-29 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, APPROVING CALTRANS DRAINAGE AGREEMENT 06-1833
B-11 Clinton Street Sewer and Water Main Project, City Project R-97 Recommendation: Adopt a Minute Order Approving:
1. Acceptance of the Clinton Street Sewer and Water Main Project, City Project R-97; and
2. Recording of Notice of Completion; and
3. Release of retention 35 days after the recording of the Notice of Completion (Report by Keith Helmuth)
B-12 Olive Avenue Widening and Reconstruction – Gateway Drive to Knox Street, Phase 2 Utility Undergrounding, City Project No. R-000010
Recommendation: Adopt a Resolution Increasing the Allowable Project Contingencies for the Olive Avenue Widening and Reconstruction – Gateway Drive to Knox Street Phase 2, Utility Undergrounding City Project No. R-000010 (Report by Keith Helmuth)
RES 26-30 A RESOLUTION OF THE COUNCIL OF THE CITY OF MADERA, CALIFORNIA
AUTHORIZING AN INCREASE IN CONSTRUCTION CONTRACT
CONTINGENCIES FOR THE CONTRACT WITH MID CAL PIPELINE AND UTILITIES, INC. FOR THE OLIVE AVENUE WIDENING AND
RECONSTRUCTION - GATEWAY DRIVE TO KNOX STREET PHASE 2, UTILITY UNDERGROUNDING CITY PROJECT NO. R-000010
B-13 Amendment to the Applications for Transportation Development Act (TDA) – Local Transportation Funds (LTF) and State Transit Assistance (STA) Funds for Fiscal Year (FY) 2025/26
Recommendation: Adopt a Resolution Approving the Amendment to the Applications for TDA - STA Funds for FY 2025/26 and Authorizing the Director of Financial Services to Execute and Submit the Applications to the Madera County Transportation Commission (MCTC) (Report by Michael Lima) RES 26-31 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA APPROVING AN AMENDMENT TO THE APPLICATION FOR City of Madera City Council Minutes
205 W. 4th Street March 4, 2026
Madera, CA 93637 Page 5 of 7
TRANSPORTATION DEVELOPMENT ACT (TDA) – STATE TRANSIT
ASSISTANCE (STA) FUNDS FOR FISCAL YEAR (FY) 2025/26 AND
AUTHORIZING THE DIRECTOR OF FINANCIAL SERVICES TO EXECUTE AND
SUBMIT THE APPLICATIONS TO MADERA COUNTY TRANSPORTATION
COMMISSION (MCTC)
B-14 Sale Agreement for a Manufactured Home at 1218 East Cleveland Avenue, Space 19 Recommendation: Adopt a Resolution:
1. Approving Staff Actions Related to the Sale Negotiations for the Manufactured Home at 1218 East Cleveland Avenue. Space 19, Madera, California
2. Approving the Sale Agreement for $40,000 (Report by Michael Lima) RES 26-32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROVING STAFF SALE AGREEMENT NEGOTIATIONS FOR THE
MANUFACTURED HOME LOCATED AT 1218 EAST CLEVELAND AVENUE, SPACE 19, MADERA, CA FOR $40,000
C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:
D-1 2026 Fourth of July Celebration
Recommendation Adopt Resolutions:
1. Delegating Authority to the City Manager for the 2026 4th of July Community Event and Associated Finding of California Environmental Quality Act Guidelines Section 15378 (No Project) and 15323 (Normal Operations of Facilities for Public Gatherings); and
2. Amending the Fiscal Year 2025/26 Budget, Approving Related Revenue and Expenditure Line Items for the Execution of the Upcoming Fourth of July Celebration Event in Amount Not to Exceed $60,497 (Report by Joseph Hebert)
ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-1 WAS APPROVED UNANIMOUSLY BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND EVANS.
RES 26-33 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA DELEGATING AUTHORITY TO THE CITY MANAGER FOR THE 2026 FOURTH
OF JULY COMMUNITY EVENT AND ASSOCIATED FINDING OF CALIFORNIA ENVIRONMENTAL QUALITY ACT GUIDELINES SECTION 15378 (NO
PROJECT) AND 15323 (NORMAL OPERATIONS OF FACILITIES FOR PUBLIC
GATHERINGS)
RES 26-34 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING THE FISCAL YEAR 2025/26 BUDGET, APPROVING RELATED REVENUE AND EXPENDITURE RELATED TO THE 2026 FOURTH
OF JULY CELEBRATION
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Madera, CA 93637 Page 6 of 7
E. ADMINISTRATIVE REPORTS:
E-1 Selecting Recipients for April Proclamation
Recommendation: Request for Council’s Selection of Recipients for the Proclamation Recognizing Sexual Assault Awareness Month and a Proclamation Recognizing National Volunteer Day (Report by Alicia Gonzales) Councilmembers nominated CAPMC as the recipient of the Sexual Assault Awareness Month Proclamation and nominated Juan Jaramillo and the Police Department Chaplains as the recipients of the National Volunteer Day Proclamation.
ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY MAYOR PRO TEM ZACHARIA, ITEM E-1 AS DISCUSSED WAS APPROVED UNANIMOUSLY BY A 5/0 VOTE. ABSENT:
COUNCILMEMBERS RODRIGUEZ AND EVANS.
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:
This portion of the meeting is reserved for the Mayor and Councilmembers (i) to make brief reports on boards, committees, and other public agencies, and at public events, (ii) to request updates, (iii) to initiate future agenda items, and (iv) to take action on matters initiated under this section of the agenda.
Mayor Pro Tem Zacharia had nothing to report.
Councilmember Montes had nothing to report.
Councilmember Mejia had nothing to report.
Councilmember Villegas had nothing to report.
Mayor Gallegos reminded her colleagues to submit their nomination for Woman of the Year by Friday, 5:00 p.m.
G. CLOSED SESSION:
G-1 Conference with Labor Negotiators Pursuant to Government Code §54957.6 Agency Designated Representatives: Arnoldo Rodriguez, Wendy Silva, and Michael Lima Employee Organizations: Madera Affiliated City Employees’ Association, Madera Police Officers’ Association, Mid Management
Employee Group, and Law Enforcement Mid
Management Employee Group
G-2 Conference with Labor Negotiators Pursuant to Government Code §54957.6 Agency Designated Representative: Arnoldo Rodriguez, Wendy Silva, and Mike Lima Unrepresented Positions: City Engineer and Public Works Operations Director Councilmember Rodriguez joined Closed Session via Zoom by means of “Just Cause” due to travel while on official business of the legislative body or another state/local agency.
City Attorney Shannon Chaffin made the closed session announcement at 6:58 p.m. Mr.
Chaffin and Council returned from Closed Session at 8:11 p.m. Mr. Chaffin stated there was no reportable action.
City of Madera City Council Minutes
205 W. 4th Street March 4, 2026
Madera, CA 93637 Page 7 of 7
FUTURE MEETING DATES:
Wednesday, March 18, 2026
Wednesday, April 15, 2026
ADJOURNMENT: Meeting was adjourned at 8:11 p.m.
_____________________________________ ___________________________________ ALICIA GONZALES, City Clerk CECELIA K. GALLEGOS, Mayor
_____________________________________
MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
_________________________________ Agenda Number: B-2
Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Informational Report on Register of Audited Demands
RECOMMENDATION:
Review Register of Audited Demands Report for February 21 to March 6, 2026 SUMMARY:
The Register of Audited Demands for the City covering obligations paid during the period of February 21 to March 6, 2026 is summarized in the following tables. Attachment A contains Warrants while Table 2 is a summary of the wire transfers.
Table 1: Warrant Distribution Summary
Description Check #’s Amount
General Warrants 44817 – 44949 $5,320,592.73
Table 2: Wire Transfer Summary
Description Vendor Amount
Payroll and Taxes US Bank $719,345.52
SDI EDD $3,565.00
CalPERS Payment CalPERS $162,951.13
DISCUSSION:
Warrant requests are processed weekly based on the Fiscal Year 2025/2026 Adopted Budget and released for payment every Monday. Each demand has been audited, and the Finance Director hereby certifies as to their accuracy and that there were sufficient funds for their payment. Per
RETURN TO AGENDA
request of City Council, we have included the departments from which each of the respective warrants were requested as well as the fund/division description from which they were paid.
FINANCIAL IMPACT:
Demands for payments are made within the constraints of the Fiscal Year 2025/2026 Adopted Budget.
ALTERNATIVES:
Informational only.
ATTACHMENTS:
Register of Audited Demands
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 44817 02/24/2026 RSTP - FED EX AT&T R-10 OLIVE WIDENING 100,000.00 44818 02/24/2026 Fire DEPARTMENT OF FORESTRY AND FIRE Q1 ACTUAL BILLING FOR CITY CONTRACT FY 25/26 1,105,104.76 44818 02/24/2026 MEAS K - FIRE DEPARTMENT OF FORESTRY AND FIRE Q1 ACTUAL BILLING FOR CITY CONTRACT FY 25/26 591,082.68 44819 02/24/2026 PD Operations OTP - FINANCE NOTARY PUBLIC REGISTRATION 40.00 44820 02/26/2026 WWTP CHRIS GATEWOOD INDUSTRIES, INC. CENTRIFUGE SKID RENTAL 43,000.00 44821 02/26/2026 Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #19 03/26 937.32 44822 02/26/2026 Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #23 03/26 897.89 44823 02/26/2026 Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #86 03/26 890.37 44824 02/26/2026 Facilities Maintenance OTP - FINANCE PER DIEM - REMOTE CONNECT LOGIC/SAGE DESIGNS SCADA207.00 44825 02/26/2026 Facilities Maintenance OTP - FINANCE PER DIEM - REMOTE CONNECT LOGIC/SAGE DESIGNS SCADA207.00 44826 02/26/2026 Sports Programs J & D MANUFACTURING SOFTBALL SHIRTS 649.40 44826 02/26/2026 Sports Programs J & D MANUFACTURING BASKETBALL COACH SHIRTS 416.87 44827 02/26/2026 Facilities Maintenance REXEL USA, INC. ALLEN-BRADLEY SUPPORT - PLC HDMI 3,347.66 44828 02/26/2026 PD Tire Amnesty Grant AMERICAN TIRE RECYCLING, INC TRAILER RENTAL - TIRE RECYCLE 5,700.00 44829 02/26/2026 Parks AMAZON.COM MAINTENANCE ITEMS - PARKS 281.42 44829 02/26/2026 PD Operations AMAZON.COM OFFICE SUPPLIES - PD 126.99 44830 02/26/2026 Fire BAUER COMPRESSORS, INC SCBA BOTTLES 5,875.81 44831 02/26/2026 Fleet Maintenance ALTEC INDUSTRIES INC HYD SYSTEM FLUSH #2018 3,215.58 44832 02/26/2026 PD Operations CINTAS CORPORATION MEDICAL SUPPLIES 99.29 44833 02/26/2026 Building JESUS VAZQUEZ REIMBURSEMENT - CALBO HOTEL PARKING 66.00 44834 02/26/2026 Water Capital Outlay PROJECTTEAM, INC. PROJECT MANAGEMENT SOFTWARE 1,400.00 44834 02/26/2026 Sewer Capital Outlay PROJECTTEAM, INC. PROJECT MANAGEMENT SOFTWARE 1,400.00 44835 02/26/2026 Deferred Maintenance MD PROFESSIONAL PAINTING, INC. PAINTING - TRASH ENCLOSURE GATES 680.00 44836 02/26/2026 AIRPORT OPS EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 39.00 44836 02/26/2026 Central Admin EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 39.00 44836 02/26/2026 Comm & Rec Centers EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 351.00 44836 02/26/2026 Engineering EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 78.00 44836 02/26/2026 Fire EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 117.00 44836 02/26/2026 INTERMODAL BLDG EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 78.00 44836 02/26/2026 Parks EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 39.00 44836 02/26/2026 Sewer Mtnc/Operations EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 19.49 44836 02/26/2026 WATER CONSERV EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 4.88 44836 02/26/2026 Water Mtnc/Operations EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 9.75 44836 02/26/2026 Water Quality Control EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 4.88 44836 02/26/2026 WWTP EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 39.00 44836 02/26/2026 PD Operations EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 01/26 39.00
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44837 02/26/2026 Fleet Acquisition PB LOADER CORPORATION 5 YARD DUMP TRUCK #2023 190,251.83 44837 02/26/2026 Fleet Acquisition PB LOADER CORPORATION 5 YARD DUMP TRUCK #2027 197,288.08 44838 02/26/2026 MEAS K - FIRE BURTON'S FIRE, INC MISC PARTS 1,284.80 44839 02/26/2026 General Fund JACOB T ROBERSON MRWM CONSULTING - 11/25 2,362.00 44839 02/26/2026 General Fund JACOB T ROBERSON MRWM CONSULTING - 12/25 2,362.00 44839 02/26/2026 General Fund JACOB T ROBERSON MRWM CONSULTING - 01/26 2,362.00 44840 02/26/2026 General Fund CALTECH WEB LLC WEB DESIGN & MAINTENANCE - 02/10/26-03/10/266 99.00 44841 02/26/2026 Sewer Capital Outlay GATEWAY PACIFIC CONTRACTORS, INC. WWTP24-01 IMPROVEMENTS PROJECT 1,759,057.24 44842 02/26/2026 Sewer Capital Outlay GATEWAY PACIFIC CONTRACTORS, INC. WWTP24-01 IMPROVEMENTS PROJECT 220,012.91 44843 02/26/2026 CDBG Public Improvements UNITED PAVEMENT MAINTENANCE, INC. R-97 CLINTON ST SEWER AND WATER MAIN PROJECT 306,287.66 44844 02/26/2026 WWTP MOUNTAIN VALLEY ENVIRONMENTAL SERVICES, INC. CONSULTING SERVICES - WWTP 15,160.00 44845 02/26/2026 WWTP BLUE TRITON BRANDS INC WWTP - LAB & DRINKING WATER 243.60 44846 02/26/2026 Prop 68 Grant WESTWOOD PROFESSIONAL SERVICES, INC. PROP 68 - OLIVE/TAUBERT PARK 4,191.12 44846 02/26/2026 Special Legislative Grant WESTWOOD PROFESSIONAL SERVICES, INC. DESIGN SVS - LTC TRAILS 964.16 44846 02/26/2026 OLRP GRANT WESTWOOD PROFESSIONAL SERVICES, INC. TOZER PARK ENG & DESIGN SVS 6,558.38 44847 02/26/2026 Fire KALMIKOV ENTERPRISES, INC REPAIRS - T58 5,710.81 44848 02/26/2026 Computer Replacement EKC ENTERPRISES, INC. COMMUNICATIONS/MEDIA/AV SYSTEM 3,651.82 44849 02/26/2026 WWTP DELLAVALLE LABORATORY,INC. GROUNDWATER COMPLIANCE 3,005.00 44850 02/26/2026 Building AT&T 01/26 CALNET SERVICE 9391026407 31.87 44850 02/26/2026 Fire AT&T 01/26 CALNET SERVICE 9391026402 31.87 44850 02/26/2026 PD Operations AT&T 01/26 CALNET SERVICE 9391084616 386.68 44850 02/26/2026 PD Operations AT&T 01/26 CALNET SERVICE 9391031578 157.21 44850 02/26/2026 PD Operations AT&T 01/26 CALNET SERVICE 9391031566 156.45 44851 02/26/2026 AIRPORT OPS AT&T 01/26 FIRSTNET SERVICE 287302656036 232.50 44851 02/26/2026 Building AT&T 01/26 FIRSTNET SERVICE 287302656036 192.36 44851 02/26/2026 City Clerk's Office AT&T 01/26 FIRSTNET SERVICE 287302656036 90.98 44851 02/26/2026 City Council AT&T 01/26 FIRSTNET SERVICE 287302656036 285.18 44851 02/26/2026 Code Enforcement AT&T 01/26 FIRSTNET SERVICE 287302656036 45.49 44851 02/26/2026 Comm & Rec Centers AT&T 01/26 FIRSTNET SERVICE 287302656036 50.54 44851 02/26/2026 COMPUTER MAINT AT&T 01/26 FIRSTNET SERVICE 287302656036 648.50 44851 02/26/2026 Engineering AT&T 01/26 FIRSTNET SERVICE 287302656036 288.39 44851 02/26/2026 Facilities Maintenance AT&T 01/26 FIRSTNET SERVICE 287302656036 319.03 44851 02/26/2026 Finance AT&T 01/26 FIRSTNET SERVICE 287302656036 192.06 44851 02/26/2026 Fleet Maintenance AT&T 01/26 FIRSTNET SERVICE 287302656036 45.49 44851 02/26/2026 General Fund AT&T 01/26 FIRSTNET SERVICE 287302656036 96.03 44851 02/26/2026 HR/RISK MGT AT&T 01/26 FIRSTNET SERVICE 287302656036 50.54
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44851 02/26/2026 LMD Services AT&T 01/26 FIRSTNET SERVICE 287302656036 50.54 44851 02/26/2026 Parks AT&T 01/26 FIRSTNET SERVICE 287302656036 96.03 44851 02/26/2026 Parks Administration AT&T 01/26 FIRSTNET SERVICE 287302656036 91.28 44851 02/26/2026 Planning AT&T 01/26 FIRSTNET SERVICE 287302656036 96.03 44851 02/26/2026 STREETS AT&T 01/26 FIRSTNET SERVICE 287302656036 168.80 44851 02/26/2026 Recreation AT&T 01/26 FIRSTNET SERVICE 287302656036 45.49 44851 02/26/2026 Sewer Mtnc/Operations AT&T 01/26 FIRSTNET SERVICE 287302656036 92.49 44851 02/26/2026 Sports Programs AT&T 01/26 FIRSTNET SERVICE 287302656036 45.49 44851 02/26/2026 Sr Citizen Community Service AT&T 01/26 FIRSTNET SERVICE 287302656036 60.49 44851 02/26/2026 Water Mtnc/Operations AT&T 01/26 FIRSTNET SERVICE 287302656036 87.44 44851 02/26/2026 Water Quality Control AT&T 01/26 FIRSTNET SERVICE 287302656036 45.49 44851 02/26/2026 WWTP AT&T 01/26 FIRSTNET SERVICE 287302656036 96.03 44851 02/26/2026 City Manager AT&T 01/26 FIRSTNET SERVICE 287302656036 141.82 44851 02/26/2026 Purchasing AT&T 01/26 FIRSTNET SERVICE 287302656036 45.49 44851 02/26/2026 PD Operations AT&T 01/26 FIRSTNET SERVICE 287302656036 6,611.25 44852 02/26/2026 WWTP BSK ASSOCIATES PERMIT COMPLIANCE LAB 5,161.25 44853 02/26/2026 WWTP BSK ASSOCIATES PERMIT COMPLIANCE LAB 804.42 44854 02/26/2026 PD Operations CA DEPARTMENT OF JUSTICE MISCELLANEOUS SERVICES 2,183.98 44854 02/26/2026 PD Operations CA DEPARTMENT OF JUSTICE FINGERPRINT APPS 32.00 44855 02/26/2026 Code Enforcement CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 01/26 92.00 44855 02/26/2026 UB - Garbage CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 01/26 23.00 44855 02/26/2026 UB - Sewer CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 01/26 23.00 44855 02/26/2026 UB - Water CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 01/26 46.00 44856 02/26/2026 Fleet Maintenance CUMMINS PACIFIC LLC REPAIRS - #3004 3,324.41 44857 02/26/2026 UB - Garbage DATAPROSE, LLC BILLING 01/26 3,024.50 44857 02/26/2026 UB - Sewer DATAPROSE, LLC BILLING 01/26 3,024.51 44857 02/26/2026 UB - Water DATAPROSE, LLC BILLING 01/26 6,049.02 44858 02/26/2026 MEAS K - FIRE DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - FIRE #58 35.00 44858 02/26/2026 Comm & Rec Centers DIAMOND COMMUNICATIONS FIRE ALARM INSPECTION - PAN AM 859.50 44859 02/26/2026 Parks ENVIRO CLEAN PARKS MAINTENANCE ITEMS 735.02 44860 02/26/2026 Engineering FEDERAL EXPRESS EXPRESS SHIPPING FEE 4.90 44861 02/26/2026 PD Operations FRESNO CITY COLLEGE REGISTRATION FEES - POLICE ACADEMY 1,640.00 44862 02/26/2026 Sr Citizen Community Service FRESNO MADERA AREA AGENCY ON AGING NUTRITION MEALS 262.35 44863 02/26/2026 Facilities Maintenance GRAINGER, INC. LIGHT FOR BUCKET TRUCK 1,255.31 44863 02/26/2026 Facilities Maintenance GRAINGER, INC. SELF-LEVELING LASER 192.69 44864 02/26/2026 INTERMODAL BLDG GUARDIAN WESTERN SWEEPING INC. POWER SWEEPING 02/26P 460.50
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44864 02/26/2026 Parking Dist Operation GUARDIAN WESTERN SWEEPING INC. POWER SWEEPING 02/26P 460.50 44865 02/26/2026 Facilities Maintenance JAM SERVICES INC 48 WATT STREETLIGHT FIXTURES 4,979.50 44866 02/26/2026 Special Legislative Grant KRAZAN & ASSOCIATES, INC. LTC TRAIL IMPROVEMENTS PROJECT 3,700.00 44867 02/26/2026 Fire L.N. CURTIS & SONS MISC EQUIPMENT 1,004.05 44868 02/26/2026 Animal Control MADERA ANIMAL HOSPITAL VETERINARY SERVICES 537.33 44868 02/26/2026 SUPP LAW ENF MADERA ANIMAL HOSPITAL VETERINARY SERVICES 2,348.03 44869 02/26/2026 CDBG Public Services MADERA COALITION FOR COMM JUSTICE CDBG FY 25/26 MICRO ENTERPRISE COURSE Q2 3,335.00 44870 02/26/2026 FAU CMAQ MADERA TRIBUNE REQUEST FOR BID 1,089.00 44870 02/26/2026 LTF - Streets MADERA TRIBUNE JOB ADVERSTISEMENT 1,287.00 44870 02/26/2026 LTF - Streets MADERA TRIBUNE REQUEST FOR BID 136.50 44871 02/26/2026 AIRPORT OPS PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 162.64 44871 02/26/2026 AIRPORT OPS PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 99.82 44871 02/26/2026 Central Admin PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 1,102.59 44871 02/26/2026 Comm & Rec Centers PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 3,890.47 44871 02/26/2026 Comm & Rec Centers PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 4,345.10 44871 02/26/2026 DRAINAGE PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 1,521.03 44871 02/26/2026 DRAINAGE PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 1,494.70 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 1715785853-5 1,968.58 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 5225647713-5 15.77 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 1598348280-1 117.01 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 5207933925-6 106.51 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 9787342989-4 168.70 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 3,932.70 44871 02/26/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 37,949.72 44871 02/26/2026 Fire PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 1,183.11 44871 02/26/2026 Fire PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 953.24 44871 02/26/2026 INTERMODAL BLDG PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 1,360.71 44871 02/26/2026 Parks PACIFIC GAS & ELECTRIC 01/26 SERVICE 8675479583-8 54.15 44871 02/26/2026 Parks PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 240.31 44871 02/26/2026 Parks PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 2,806.60 44871 02/26/2026 Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 754.55 44871 02/26/2026 Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 2,400.88 44871 02/26/2026 SOLID WASTE PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 388.36 44871 02/26/2026 SOLID WASTE PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 10.74 44871 02/26/2026 Sr Citizen Community Service PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 8.65 44871 02/26/2026 Water Mtnc/Operations PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 19,995.00
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44871 02/26/2026 Water Mtnc/Operations PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 86,887.70 44871 02/26/2026 WWTP PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 27,865.58 44871 02/26/2026 Zone 24 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 20.22 44871 02/26/2026 Zone 24 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 10.59 44871 02/26/2026 Zone 26 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 10.19 44871 02/26/2026 Zone 31A Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 20.39 44871 02/26/2026 Zone 31A Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 31.77 44871 02/26/2026 Zone 20B Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 23.66 44871 02/26/2026 Zone 27B Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 11.50 44871 02/26/2026 Zone 2 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 55.79 44871 02/26/2026 Zone 3 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 42.03 44871 02/26/2026 Zone 31B Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 31.77 44871 02/26/2026 Zone 4 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 10.19 44871 02/26/2026 Zone 6A Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 69.87 44871 02/26/2026 Zone 29C Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 11.73 44871 02/26/2026 Zone 8 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 71.23 44871 02/26/2026 Zone 16 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 24.00 44871 02/26/2026 Zone 13 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 153.04 44871 02/26/2026 PD Operations PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 1,385.18 44871 02/26/2026 Zone 39 Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 6948316261-1 22.24 44871 02/26/2026 Parking Dist Operation PACIFIC GAS & ELECTRIC 01/26 SERVICE 9920095153-3 94.18 44871 02/26/2026 Parking Dist Operation PACIFIC GAS & ELECTRIC 01/26 SERVICE 3533032414-2 87.42 44872 02/26/2026 Sewer Capital Outlay PACIFIC GAS & ELECTRIC SS-06 PERMIT FEE 28,826.06 44873 02/26/2026 Parks PARK ASSOCIATES TRAIL BENCHES 7,550.33 44873 02/26/2026 Parks PARK ASSOCIATES PARK AMENITIES REPAIRS/REPLACEMENTS 4,469.59 44874 02/26/2026 Code Enforcement PECK'S PRINTERY PD - ENVELOPES 405.93 44874 02/26/2026 PD Operations PECK'S PRINTERY PD - ENVELOPES 243.56 44874 02/26/2026 PD Operations PECK'S PRINTERY ANIMAL CONTROL NOTICE 357.23 44874 02/26/2026 PD Operations PECK'S PRINTERY ADMINISTRATIVE CITATION 582.39 44875 02/26/2026 CDBG Public Services PETTY CASH - PARKS DEPT. PETTY CASH REIMBURSEMENT 25.78 44875 02/26/2026 Parks Administration PETTY CASH - PARKS DEPT. PETTY CASH REIMBURSEMENT 192.48 44876 02/26/2026 WWTP POLYDYNE INC. SLUDGE DEWATERING POLYMER 23,005.29 44877 02/26/2026 Water Capital Outlay PROVOST & PRITCHARD CONSULTING ON-CALL W-39, W-40, & W-41 WATER MAIN REPLACEMENT5,540.82 44877 02/26/2026 Water Capital Outlay PROVOST & PRITCHARD CONSULTING DESIGN SERVICES FOR W-000009 1,341.60 44878 02/26/2026 MEAS K - PD ROSEL, JOHN PER DIEM - SHERMAN BLOCK #2 322.50 44879 02/26/2026 MEAS K - FIRE SJVAPCD ANNUAL PERMIT - C9488 314.00
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44880 02/26/2026 LTF - Streets UNION PACIFIC RAILROAD CO. PLAN REVIEW 323.78 44881 02/26/2026 Building VERIZON WIRELESS CITY CELL PHONE CHARGES 01/11/26-02/10/26 (8.41) 44881 02/26/2026 City Council VERIZON WIRELESS CITY CELL PHONE CHARGES 01/11/26-02/10/26 38.01 44881 02/26/2026 Facilities Maintenance VERIZON WIRELESS CITY CELL PHONE CHARGES 01/11/26-02/10/26 38.83 44881 02/26/2026 HR/RISK MGT VERIZON WIRELESS CITY CELL PHONE CHARGES 01/11/26-02/10/26 38.01 44881 02/26/2026 STREETS VERIZON WIRELESS CITY CELL PHONE CHARGES 01/11/26-02/10/26 13.66 44881 02/26/2026 PD Operations VERIZON WIRELESS CITY CELL PHONE CHARGES 01/11/26-02/10/26 1,016.57 44882 02/26/2026 Fire WECO WELDING, PAINT, SUPPLIES & EQUIP CFD - O2 RENTAL 89.28 44883 02/26/2026 Engineering YAMABE & HORN ENGINEERING MAP & PLAN CHECK 940.00 44884 02/26/2026 Code Enforcement BL REFUNDS REFUND - BACKGROUND CHECK 25.00 44884 02/26/2026 PD Operations BL REFUNDS REFUND - BACKGROUND CHECK 42.00 44885 02/26/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC FIEL 50.00 44886 02/26/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC FIEL 50.00 44887 02/26/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC FIEL 50.00 44888 02/26/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE FIELD 50.00 44889 02/26/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 44890 03/02/2026 SB1-State of Good Repair DAVID J. BOYLE TRANSIT - CANOPY 25,200.00 44891 03/02/2026 Sports Programs J & D MANUFACTURING YOUTH BASKETBALL PRIZES 240.32 44892 03/02/2026 TRANS - FIXED MV TRANSPORTATION, INC. TRANSIT OPERATOR 01/26 120,268.19 44892 03/02/2026 TRANS - DAR MV TRANSPORTATION, INC. TRANSIT OPERATOR 01/26 85,506.78 44893 03/02/2026 Sports Programs ROMERO, ADAM PER DIEM - 2026 CPRS CONNECTIONS CONFERENCE & EXPO 311.00 44894 03/02/2026 Sr Citizen Community Service SAUCEDO-GARCIA, OLGA PER DIEM - 2026 CPRS CONNECTIONS CONFERENCE & EXPO 311.00 44895 03/02/2026 Parks ELITE MAINTENANCE AND TREE SERVICE GROUP 2 NON-MEDIAN MAINT 03/26 7,415.73 44895 03/02/2026 MEDIAN LANDS ELITE MAINTENANCE AND TREE SERVICE GROUP 3 MEDIAN MAINT 03/26 16,454.82 44895 03/02/2026 Parking Dist Operation ELITE MAINTENANCE AND TREE SERVICE GROUP 1 DOWNTOWN MAINT 03/26 667.58 44896 03/02/2026 Water Capital Outlay THE MADERA MAIL DROP PLAN & SPECS PRINTING 108.00 44897 03/02/2026 Recreation DERRICK SANCHEZ PER DIEM - 2026 CPRS CONNECTIONS CONFERENCE & EXPO 311.00 44898 03/02/2026 MEAS K - PD CELIA GARNICA PER DIEM - IAPE & EVIDENCE MANAGEMENT CLASS 193.50 44899 03/02/2026 Planning MICHAEL BAKER INTERNATIONAL, INC. CONSULTING SERVICES - HOUSING ELEMENT 4,500.00 44900 03/02/2026 Comm & Rec Centers CCS FACILITY SERVICES - FRESNO, INC. PARKS - FBSC CHAIR CLEANING 1,200.00 44901 03/02/2026 Building BPR CONSULTING GROUP PLAN CHECK & INSPECTION SVS 4,632.50 44902 03/02/2026 Water Quality Control DELLAVALLE LABORATORY,INC. MONTHLY SAMPLING 720.00 44902 03/02/2026 Water Quality Control DELLAVALLE LABORATORY,INC. WEEKLY SAMPLING 608.00 44903 03/02/2026 Comm & Rec Centers AT&T 01/26 CALNET SERVICE 9391026396 267.28 44903 03/02/2026 Fire AT&T 01/26 CALNET SERVICE 9391068734 62.62 44903 03/02/2026 Sewer Mtnc/Operations AT&T 02/26 CALNET SERVICE 9391031570 193.44
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44903 03/02/2026 Sr Citizen Community Service AT&T 01/26 CALNET SERVICE 9391026398 31.85 44903 03/02/2026 Sr Citizen Community Service AT&T 01/26 CALNET SERVICE 9391026403 34.61 44903 03/02/2026 PD Operations AT&T 01/26 CALNET SERVICE 9391059143 4,000.77 44903 03/02/2026 PD Operations AT&T 01/26 CALNET SERVICE 9391026401 31.85 44903 03/02/2026 PD Operations AT&T 02/26 CALNET SERVICE 9391020514 156.45 44904 03/02/2026 Engineering AMERICAN BUSINESS MACHINES PLOTTER LEASE 184.00 44905 03/02/2026 PD Operations ARNOLD, JOSIAH PER DIEM - CAL CHIEFS ANNUAL TRAINING SYMPOSIUMIUM 322.50 44906 03/02/2026 Sewer Capital Outlay BLAIR CHURCH & FLYNN PROFESSIONAL ENGINEERING SVS 144.00 44907 03/02/2026 Water Capital Outlay CDM SMITH INC. ENGINEERING SERVICES FOR WELL 37 16,327.72 44908 03/02/2026 PD Operations CHIARAMONTE, GIACHINO PER DIEM - CAL CHIEFS ANNUAL TRAINING SYMPOSIUM 408.50 44909 03/02/2026 COMPUTER MAINT COMCAST SVS 8155500320322006 02/26 88.13 44909 03/02/2026 PD Operations COMCAST SVS 8155500320092096 02/26 235.45 44910 03/02/2026 HR/RISK MGT CPS HR CONSULTING PRE-EMPLOYMENT TESTING 1,100.75 44911 03/02/2026 Comm & Rec Centers DIAMOND COMMUNICATIONS TROUBLE SHOOTING - PAN AM 570.00 44912 03/02/2026 Building FIRE SAFETY SOLUTIONS, INC. REVIEW & INSPECTION SVS 02/01/26-02/15/26 7,020.00 44913 03/02/2026 CDBG Public Improvements INTEGRATED ELECTRONICS SURVEILLANCE CAMERAS 5,229.85 44914 03/02/2026 Facilities Maintenance JAM SERVICES INC TRAFFIC SIGNAL BBS MYERS UNIT 2,137.94 44915 03/02/2026 Special Legislative Grant KRAZAN & ASSOCIATES, INC. LTC TRAIL IMPROVEMENT PROJECT 5,240.00 44916 03/02/2026 SUPP LAW ENF MADERA ANIMAL HOSPITAL VETERINARY SERVICES 390.56 44917 03/02/2026 PD Operations MADERA COUNTY TREASURER COUNTY'S PORTION PARKING PENALTIES PAID 01/266 483.00 44918 03/02/2026 AIRPORT OPS MADERA COUNTY ENVIRONMENTAL HEALTH DEPT PERMIT FEES 1,031.30 44919 03/02/2026 AIRPORT OPS MADERA COUNTY TAX COLLECTOR 2025 PROPERTY TAX APN - 013-220-005-000 1,079.31 44919 03/02/2026 AIRPORT OPS MADERA COUNTY TAX COLLECTOR 2025 PROPERTY TAX APN - 013-220-003-000 1,902.60 44919 03/02/2026 AIRPORT OPS MADERA COUNTY TAX COLLECTOR 2025 PROPERTY TAX APN - 013-220-002-000 1,357.65 44920 03/02/2026 HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT 41.80 44921 03/02/2026 Code Enforcement MADERA UNIFORM & ACCESSORIES UNIFORM ACCESSORIES 822.27 44922 03/02/2026 MEAS K - PD MED-TECH RESOURCES, INC. TRANSPORT SPIT HOOD 190.08 44922 03/02/2026 MEAS K - PD MED-TECH RESOURCES, INC. BARRICADE TAPE 318.19 44923 03/02/2026 AIRPORT OPS MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 36.00 44924 03/02/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 02/26 SERVICE 6690755760-8 121.19 44924 03/02/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 02/26 SERVICE 1619119913-8 172.94 44924 03/02/2026 WWTP PACIFIC GAS & ELECTRIC 02/26 SERVICE 1902328695-8 26.28 44924 03/02/2026 Zone 34B Activities PACIFIC GAS & ELECTRIC 01/26 SERVICE 0443905948-8 9.86 44925 03/02/2026 Finance PHOENIX GROUP INFO SYS CITATIONS 01/26 259.74 44925 03/02/2026 Parking Dist Operation PHOENIX GROUP INFO SYS CITATIONS 01/26 54.61 44926 03/02/2026 CFD Debt Fund - 2006 Bonds PITNEY BOWES, INC. POSTAGE MACHINE LEASE 63.26
CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT
CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT March 18, 2026
44926 03/02/2026 Water Mtnc/Operations PITNEY BOWES, INC. POSTAGE MACHINE LEASE 253.04 44926 03/02/2026 Water Quality Control PITNEY BOWES, INC. POSTAGE MACHINE LEASE 63.26 44926 03/02/2026 WWTP PITNEY BOWES, INC. POSTAGE MACHINE LEASE 126.52 44927 03/02/2026 AIRPORT OPS STATE WATER RESOURCES CONTROL BOARD ANNUAL PERMIT FEE - WD-0308363 4,526.00 44928 03/02/2026 Water Capital Outlay STATE WATER RESOURCES CONTROL BOARD ANNUAL PERMIT FEE - SB23090IN 3,540.00 44929 03/02/2026 INTERMODAL BLDG TECH. MASTER PEST MANAGEMENT SQUIRREL CONTROL - TRANSIT 150.00 44930 03/02/2026 FAU CMAQ TJKM TRANSPORTATION CONSULTANTS CONSULTING SERVICES 462.89 44930 03/02/2026 LTF - Streets TJKM TRANSPORTATION CONSULTANTS CONSULTING SERVICES 55.27 44931 03/02/2026 Parks WEST COAST ARBORISTS, INC. CITY WIDE TREE TRIMMING 37,800.00 44932 03/02/2026 Finance YOUNG, CLEONA REIMBURSEMENT - 2026-2028 CPA LICENSE RENEWAL FEE 340.00 44933 03/02/2026 Central Admin OTP - FINANCE FIREWORK SPECTACULAR 2026 20,000.00 44934 03/02/2026 MEAS K - PD OTP - FINANCE PER DIEM - IAPE & EVIDENCE MANAGEMENT CLASS 193.50 44935 03/02/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - FBSC MULTI-ROOM 100.00 44936 03/02/2026 Comm & Rec Centers OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM GYM 435.00 44936 03/02/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM GYM 200.00 44937 03/02/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM MULTI-ROOM 100.00 44938 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 10000569 163.73 44939 03/02/2026 Water Utility OTP- UB REFUNDS UB TERM REFUND 9918535-509685 1,276.37 44940 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9921783 222.30 44941 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9925988 217.05 44942 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND5243002 163.81 44943 03/02/2026 Water Utility OTP- UB REFUNDS UB TERM REFUND 9899994-550013 240.48 44944 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9925120 408.05 44945 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9917325 300.48 44946 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9919253 172.74 44947 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9925681 159.29 44948 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9919907 235.81 44949 03/02/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9913819 173.65 930 02/27/2026 PAYROLL TRUST CA DEPARTMENT OF CHILD SUPPORT CHILD SUPPORT DEDUCTIONS FOR 02/27/26 PAYROLLLL 1,238.47 BANK #1 - US BANK GENERAL ACCOUNT TOTAL $ 5,320,592.73
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Quarterly Board, Commission, and Committee Attendance
RECOMMENDATION:
This report is submitted for informational purposes only and there is no action requested from the City Council
SUMMARY:
This report offers an overview of attendance by appointed members to City boards, commissions, and committees for the fourth quarter of 2025. The purpose is to promote transparency and provide the City Council with insight into participation levels of their appointees.
BACKGROUND:
The City Council appoints individuals to serve on various boards, commissions, and committees to represent the community and provide input on key policies and programs. Regular attendance is crucial for these entities to effectively conduct business and achieve their objectives.
Monitoring attendance ensures accountability and informs the Council about member engagement levels. This report is intended to provide information on the various appointees for active commissions, commissions and boards for the fourth quarter of 2025 (Q4).
DISCUSSION:
The 2025 Annual Local Appointments List is attached, providing a comprehensive overview of current appointees, including their appointment date, term expiration, and required qualifications. This list serves as a reference for identifying appointees, their nominating district, and any existing vacancies.
For this report, attendance records have been updated to include fourth quarter (Q4) data, providing a detailed account of member participation, including the number of meetings Agenda Number: ____
B-3
RETURN TO AGENDA
attended by each appointee and their corresponding attendance percentages. The tables below have been refreshed to illustrate attendance trends throughout the calendar year. Attendance percentages are calculated throughout the length of the commissioners’ tenure during the calendar year. These records cover the following boards, commissions, and committees, excluding those classified as “inactive:”
Civil Service Commission
Americans with Disability Act Advisory Council (ADA)
Planning Commission
Airport Advisory Commission
Community Development Block Grant (CDBG) Commission
Golf Course Advisory Committee
Transit Advisory Board
Inactive Commissions:
Youth Commission
Beautification Committee
Loan Review Committee
Civil Service Commission
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Dennis Smith Nick Salinas Stephani Perez
(Appointed 5/7/2025) Saim Mohammad Shawn Griffin Gloria Toscano (Appointed 3/19/2025) Mattie Mendez
(Appointed 5/7/2025
Meeting Date
3/3/2025 Yes Yes N/A Yes Yes N/A N/A
4/7/2025 Absent Yes N/A Yes Yes Yes N/A
5/5/2025 Yes Yes N/A Absent Yes Yes N/A
6/2/2025 Yes Yes Yes Yes Yes Absent Yes
7/7/2025 Yes Absent Yes Absent Yes Absent Yes
8/4/2025 Yes Yes Yes Absent Yes Absent Yes
9/2/2025 Yes Absent Yes Vacant Yes Yes Yes
10/14/2025 Yes Yes Yes Vacant Yes Absent Absent
12/10/2025 Yes Absent Absent Vacant Yes Yes Yes
Attendance: 89% 67% 83% N/A 100% 50% 83%
ADA Advisory Council
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner DJ Becker Jack Porter Cynthia Ortegon Saim Mohammad Sipho Munyaradzi Gladys Marroquin Diana Robbins Meeting Date
1/21/2025 Absent Yes Absent Absent Yes Absent Yes
Revised Appts Jack Porter Vacant Cynthia Ortegon Saim Mohammad Sipho Munyaradzi Gladdys Marroquin Diana Robbins 2/18/2025 Yes Vacant Absent Absent Yes Absent Yes
3/18/2025 Yes Vacant Yes Absent Yes Absent Yes
4/15/2025 Cancelled
5/20/2025 Yes Vacant Yes Absent Yes Absent Yes
6/17/2025 Yes Vacant Yes Yes Yes Absent Yes
7/15/2025 Yes Vacant Yes Yes Yes Absent Yes
10/21/2025 Yes Vacant Yes Yes Yes Absent Yes
Attendance: 100% N/A 71% 43% 100% 0% 100%
Note: District 1 seat remains vacant.
Planning Commission
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Bobby Sheikh Robert Gran Jr. Rohi Zacharia Saim Mohammad Balwinder Singh Jose Chavez Ramon Lopez Meeting Date
1/14/2025 Yes Yes Yes Yes Absent Absent Yes
2/11/2025 Removed Yes Ineligible due to
Council appt. Yes Yes Absent Yes
Revised Appts Tim Riche Robert Gran Jr. Abel Perez Saim Mohammad Balwinder Singh Jose Chavez Ramon Lopez 3/11/2025 Cancelled
4/8/2025 Yes Yes Yes Yes Yes Yes Yes
5/13/2025 Absent Yes Yes Yes Yes Yes Yes
6/10/2025 Cancelled
7/8/2025 Absent Yes Yes Yes Yes Yes Absent
8/12/2025 Yes Yes Yes Yes Yes Absent Yes
9/9/2025 Cancelled
10/14/2025 Yes Yes Yes Yes Yes Yes Yes
11/11/2025 Yes Yes Absent Yes Absent Yes Yes
12/6/2025 Yes Yes Absent Yes Yes Absent Yes
Attendance: 71% 100% 71% 100% 78% 56% 89%
Airport Advisory Board
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Miguel Gonzalez Jerry Holiday Issa Zacharia Johanna Torres Stanley Mackey Vacant Ramon Lopez Meeting Date
1/14/2025 Absent Yes Yes Absent Absent Vacant Yes
Revised Appts Jerry Holiday Vacant Issa Zacharia Vacant Stanley Mackey Vacant Ramon Lopez 4/8/2025 Yes Vacant Absent Vacant Absent Vacant Yes
7/8/2025 Yes Vacant Yes Vacant Absent Vacant Absent
Revised Appts Jerry Holiday Vacant Issa Zacharia Vacant Vacant Vacant Ramon Lopez 10/14/2025 No Quorum Available
Revised Appts Jerry Holiday Patrick Civiello Issa Zacharia Vacant Maurice Johnson Vacant Ramon Lopez Attendance: 100% N/A 67% N/A 0% N/A 67%
Note: District 1 and District 3 seats were filled during Q4 of 2025; however, no meetings were scheduled to take place during that quarter.
CDBG Block Grant Commission
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Gabriela Gonzalez-Gutierrez Candy Talley Alyssia Arredondo Stephanie Nathan DJ Becker Olga Garcia Dulce Arredondo Meeting Date
1/29/2025 Absent Yes Yes Absent Yes Yes Absent
Revised Appts Candy Talley Vacant Alyssia Arredondo Stephanie Nathan Cesar Villegas Olga Garcia Diana Mosqueda 3/10/2025 Yes Vacant Yes Absent Yes Absent Absent
Revised Appts Candy Talley Vacant Alyssia Arredondo Stephanie Nathan Cesar Villegas Stevie Wright Diana Mosqueda 5/20/2025 Yes Vacant Yes Absent Yes Yes Yes
8/19/2025 Rescheduled
9/2/2025 Yes Vacant Yes Vacant Yes Absent Absent
11/18/2025 Yes Vacant Yes Vacant Yes Yes Yes
Attendance: 100% N/A 100% N/A 100% 67% 50%
Golf Course Advisory Committee
City
Council
Parks
Director
SGM
Representative
Service
Organization Rep.
Golfer/At-Large
Community Member
Food/Beverage
Representative
Non-Golfer/At-Large
Community Member
Commissioner Jose
Rodriguez
Joseph
Hebert Dan Bacci Karla Gran Chito Romero Lisa Gill Edward McIntyre Meeting Date
1/21/2025 Yes Yes Yes Yes Yes Absent Yes
2/18/2025 Cancelled
3/24/2025 Yes Yes Yes Absent Yes Yes Yes
5/19/2025 Yes Yes Yes Yes Yes Yes Yes
6/23/2025 Absent Yes Yes Yes Yes Yes Absent
7/21/2025 Yes Yes Yes Yes Absent Absent Absent
8/18/2025 Cancelled
Revised Appts Jose
Rodriguez
Joseph
Hebert Dan Bacci Dan Riley Edward McIntyre Lisa Gill Andy Medellin 9/22/2025 Yes Yes Yes Yes Absent Yes Absent
10/20/2025 Yes Absent Yes Yes Yes Yes Yes
11/17/2025 Yes Yes Yes Yes Yes Yes Yes
Attendance: 88% 88% 100% 100% 63% 75% 67%
Transit Advisory Board
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Cynthia Ortegon Andrew Albonico Vacant Marie Luna Patricia Carreon Otilia Morales Vacant Meeting Date
1/28/2025 Yes Absent Vacant Yes Absent Yes Vacant
Revised Appts Andrew Albonico Jack Porter Vacant Marie Luna Tonyce Givens Otilia Morales Cynthia Ortegon 4/22/2025 Yes Absent Vacant Yes Yes Yes Absent
6/9/2025 (Special) Absent Yes Vacant Yes Absent Yes Yes Revised Appts Andrew Albonico Jack Porter Vacant Marie Luna Sipho Munyaradzi Otilia Morales Cynthia Ortegon 7/22/2025 Yes Absent Vacant Yes Yes Yes Yes
9/23/2025 Yes Yes Vacant Yes Absent Yes Yes
Revised Appts Andrew Albonico Jack Porter Alvina Miguel-Leon Marie Luna Sipho Munyaradzi Otilia Morales Cynthia Ortegon Attendance: 60% 50% N/A 100% 50% 100% 80%
Note: The Transit Advisory Board did not meet in the last quarter of 2025. District 2 seat was filled on December 17, 2025.
FINANCIAL IMPACT:
There is no financial impact associated with this report, apart from the staff time required to prepare it. Members of the various City boards, commissions, and committees serve on a voluntary basis and are not compensated for their contributions.
ALTERNATIVES:
None as this item is for informational purposes only.
ATTACHMENTS:
1. 2025 Local Appointments List
LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 1 -
On or before December 31 of each year, each legislative body shall prepare an appointments list of all regular and ongoing boards, commissions, and committees which are appointed by the legislative body of the local agency. This list shall be known as the Local Appointments List. The list shall contain the following information: (a) A list of all appointive terms which will expire during the next calendar year, with the name of the incumbent appointee, the date of appointment, the date the term expires, and the necessary qualifications for the position, (b) A list of all boards, commissions, and committees whose members serve at the pleasure of the legislative body, and the necessary qualifications for each position.
The City of Madera encourages residents to apply for service on City Boards, Commissions and Committees that are currently vacant or that will have vacancies. To obtain an application or request additional information, please contact the City of Madera, Office of the City Clerk at (559) 661-5405; by visiting the City Clerk Department page at www.madera.gov; or by email at [email protected].
District Committee Member Date Appointed Term Expires
Americans with
Disabilities Act
(ADA) Advisory
Council
Mayor Jack Porter 02/05/25 12/01/28
District 1 Vacant ---- 12/01/26
District 2 Cynthia Ortegon 01/16/19 12/01/28
District 3 Saim Mohammad 05/04/22 12/01/26
District 4 Sipho Munyaradzi 01/15/25 12/01/28
District 5 Gladys Marroquin 08/24/22 12/01/26
District 6 Diana Robbins 01/06/21 12/01/28
Airport Advisory
Commission
Mayor Jerry Holiday 02/05/25 12/01/28
District 1 Patrick Civiello 11/05/25 12/01/26
District 2 Issa Zacharia 05/16/18 12/01/28
District 3 Vacant ---- 12/01/26
District 4 Maurice Johnson 11/19/25 12/01/28
District 5 Vacant ---- 12/01/26
District 6 Ramon Lopez-Maciel 01/06/21 12/01/28
Beautification
Committee
Mayor Miguel Gonzalez 02/03/21 12/01/24
District 1 Karen Huerta 02/07/18 12/01/26
District 2 Vacant ---- 12/01/28
District 3 Debra M. Basila 03/17/21 12/01/26
District 4 Robert Gonzalez 05/19/21 12/01/28
District 5 Agapita Rocha 01/16/19 12/01/26
District 6 Cynthia MorenoProcopio03/17/21 12/01/28
Civil Service
Commission
Mayor Dennis Smith 02/05/25 12/01/28
District 1 Nick Salinas 02/02/22 12/01/26
District 2 Stephani Perez 05/07/25 12/01/28
District 3 Vacant ---- 12/01/26
District 4 Shawn Griffin 01/17/24 12/01/28
District 5 Gloria Toscano 03/19/25 12/01/26
District 6 Mattie Mendez 05/07/25 12/01/28
LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 2 -
District Committee Member Date Appointed Term Expires
CDBG Block
Grant
Commission
Mayor Candace Talley 02/05/25 12/01/28
District 1 Vacant ---- 12/01/26
District 2 Alyssia Arredondo 03/01/17 12/01/28
District 3 Vacant ---- 12/01/26
District 4 Cesar Villegas 02/05/25 12/01/28
District 5 Stevie Wright 04/02/25 12/01/26
District 6 Diana Mosqueda 02/19/25 12/01/28
Golf Course
Advisory
Committee
Varies. Includes
At-Large
Appointments
by Type and
Appointments
by Category
Jose Rodriguez
(Councilmember) 09/06/23 12/01/28
Joseph Hebert (Parks
Director) 09/06/23 Continual
Dan Bacci (SGM Rep.) 09/06/23 Continual
Dan Riley (Service
Organization Rep.) 08/20/25 08/20/27
Edward McIntyre
(Golfer/At-Large
Community Member) 08/20/25 08/20/27
Lisa Gill (Food and
Beverage Rep.) 09/06/23 Continual
Andy Medellin (NonGolfer/At-Large
Community Member) 08/20/25 08/20/27
Loan Review
Committee
At-Large
Appointment
Elvin Martin 03/1/06 N/A
John Molina 03/1/06 N/A
Vacant ---- N/A
Matilda Villafan 02/20/19 N/A
Johanna Torres 09/21/22 N/A
Planning
Commission
Mayor Timothy Riche 02/05/25 12/01/28
District 1 Robert Gran Jr. 01/16/19 12/01/26
District 2 Abel Perez 03/05/25 12/01/28
District 3 Saim Mohammad 05/04/22 12/01/26
District 4 Balwinder Singh 06/02/21 12/01/28
District 5 Jose E. Chavez Garcia 05/04/22 12/01/26
District 6 Ramon Lopez-Maciel 01/06/21 12/01/28
Transit Advisory
Board
Mayor Andrew Albonico 02/05/25 12/01/28
District 1 Jack Porter 03/05/25 12/01/26
District 2 Alvina Miguel-Leon 12/17/25 12/01/28
District 3 Marie Luna 02/20/19 12/01/26
District 4 Sipho Munyaradzi 06/18/25 12/01/28
District 5 Otilia Morales 02/20/19 12/01/26
District 6 Cynthia Ortegon 02/19/25 12/01/28
Youth
Commission
Mayor Vacant ---- ----
District 1 Vacant ---- ----
LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 3 -
District 2 Vacant ---- ----
District 3 Vacant ---- ----
District 4 Vacant ---- ----
District 5 Vacant ---- ----
District 6 Vacant ---- ----
LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 4 -
GENERAL DESCRIPTION OF BOARDS / COMMITTEES / COMMISSIONS ADA ADVISORY COUNCIL: Four-year term. The ADA Council is composed of seven members. Appointees shall be residents of the City of Madera. Regular meetings are held the third Tuesday of each month at 3:30 p.m. Each member of the City Council makes a nomination to be considered for appointment by the Mayor.
Responsibilities: Serves in an advisory capacity to the City Council and staff on ADA matters including: promote pedestrian safety and access to all public streets; ensure that all public buildings and facilities, services, programs and activities are in compliance with ADA regulations; promote inclusion of the disabled community in the City’s emergency and disaster preparedness plans; develop disability awareness and educational outreach programs; work with the various City of Madera departments to ensure that all public buildings and facilities, remodeled and newly constructed are in compliance with current laws guaranteeing access for all people with disabilities; promote affordable and accessible housing in the community; make recommendations regarding unmet transit needs; and ensure grievance procedures are followed and enforced as described in the ADA bylaws.
AIRPORT ADVISORY COMMISSION: The term of each AAC member shall be in accordance with Section 2-3.101 of the Municipal Code. The Commission is composed of seven members. In addition to City residents, the City Council may appoint non-City residents pursuant to Section 2-3.101 of the Municipal Code, subject to the qualifications outlined in the AAC Rules of Procedure. Commission meetings shall be held quarterly on a date and time determined by a vote of the AAC. Meetings will take place at the Madera Municipal Airport Lobby, located at 4020 Aviation Drive.
Responsibilities: Oversee, review, and make recommendations regarding the airport’s annual budget for operational and capital improvement purposes, Airport operations and services, master planning and land use.
BEAUTIFICATION COMMITTEE: Four–year term. The Committee is composed of seven members. Appointees shall be residents of the City of Madera. Regular meetings of the Committee are held every second Thursday of the month at 5:30 p.m. Each member of the City Council makes a nomination to be considered for appointment by the Mayor.
Responsibilities: Serves in an advisory capacity to the City Council and staff on community beautification matters including: develop and formulate programs and projects to enhance the aesthetic appearance of the community; develop an ordinance which will establish landscape standards for new development projects; develop and recommend practices and policies which will enhance and upgrade existing properties; and coordinate periodic community clean up campaigns and encourage public participation therein.
CIVIL SERVICE COMMISSION: Four-year term, with holdovers until new appointment is made. The Commission is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. Appointees shall be residents of the City of Madera. Commissioners shall not be employed with the City nor shall they be under the direct supervision of any existing Council Member. Meetings, as needed, are usually held on the first Tuesday of each month at 5:00 p.m.
Responsibilities: Certification of eligibility lists for hiring employees in the classified service at regularly scheduled meetings; conducts appeal hearings regarding disciplinary action or alleged violations of Civil Service rules and at the request of the City Council or Administrator; special meetings for hearings are scheduled as needed and my require multiple evenings to complete.
CDBG BLOCK GRANT COMMISSION: The Commission is composed of seven members; each member of the City Council makes a nomination to be considered for appointment by the Mayor. Meets during a weekday evening as required. Serves in an advisory capacity to staff and the City Council on matters pertaining to the use of CDBG funds allocated to the City of Madera to benefit persons of low and moderate income, disabled and elderly persons, minority groups, homeless persons, or persons at risk of homelessness and CDBG-funded activities in eligible Census Tracts where CDBG program activities are proposed. Accepts testimony from City staff and applicants presenting proposals to request CDBG funds. Evaluates proposals and recommends CDBG funding allocations consistent with policies, goals and priorities established by the City’s CDBG Consolidated Plan and the Vision Madera 2025 Action Plan. Receives testimony from staff and provides comments about the City’s CDBG-funded programs and projects overall annual outcomes and accomplishments. Promotes public participation in the CDBG planning process and any amendments.
LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 5 -
Golf Course Advisory Committee: The committee consists of a 7-member body and is comprised of the following representatives: City Councilmember serves for Council Term,Parks Director – Continual Term, SGM Representative - Continual Term, Golfer/At-Large Community Member – Two-year Term, Food & Beverage Director/Representative – Continual Term, Non-Golfer/At-Large Community Member – Two-year Term, Service Organization Representative - Two-year Term. This position also has an additional caveat that the service organizations eligible are those that regularly meet at the Course, those being currently the Madera Evening Lions Club and the Morning Rotary Club.
These service clubs will rotate representation, with the Madera Evening Lions Club having the initial representative.
Should additional service organizations meet at the Course, they would be eligible to be added to the rotation of appointments. The Committee meets on the third Monday of the month at the Madera Municipal Golf Course.
Meeting times and location may differ.
Responsibilities: Serve in an advisory capacity to the City Council and staff on local golf course matters including:
providing feedback and input on matters related to the golf course operations, improvements, and maintenance; serve as a representative of the local community including golfers, residents, and other stakeholders, to ensure inclusion in decision-making process; serve as a communication channel between the golf course and the community; address and help resolve issues or concerns raised by golfers or community regarding the golf course; offer recommendations for improvements such as upgrades to facilities, landscaping, course layout, or other amenities; provide input on budgetary matters; and contribute to the development of policies and guidelines governing the use and management of the golf course.
LOAN REVIEW COMMITTEE: This committee consists of five members appointed by the City Council comprised of at least three residents of the City of Madera. Members shall possess backgrounds in residential mortgage lending, real estate or the building trades industry. Members do not serve specific terms, nor do they receive compensation/benefits. Meetings of the committee are held as needed to provide for the review of loan and grant applications for first time homebuyer down payment assistance and owner-occupied rehabilitation programs funded by State, Federal and local funds awarded to the City of Madera and from the Successor Agency to the Former Redevelopment Agency. Failure by a Committee member to attend three consecutive meetings shall be deemed an automatic resignation. A significant pattern of absences shall also be considered grounds for removal from the committee. Conflict of interest provisions apply as applicable to committee appointees serving the City of Madera or the Successor Agency to the Former Redevelopment Agency.
PLANNING COMMISSION: Four-year term. The Commission is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. Appointees must reside within the City limits. Meetings are held on the second Tuesday of each month beginning at 6:00 p.m.
Responsibilities: Develop, maintain and amend the General Plan and Specific Plans as deemed appropriate; discretionary approval of development proposals, including subdivisions, use permits, and variances; discuss overall planning for the City, including ordinances, special studies, zoning, subdivisions and signs, with recommendations to the City Council.
TRANSIT ADVISORY BOARD: Four-year term. The Board consists of seven members appointed from a cross section of the community (general public, children, elderly, disabled, students, social service agencies, and minority family).
The Board is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. Appointees shall be residents of the City of Madera. Meetings are held quarterly in January, April, July, and September at a time and public place set by the advisory board.
Responsibilities: Recommend to the City Council a five (5) year transit and equipment plan; review, modify transit system proposals.
YOUTH COMMISSION: Two-year term. The Commission is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. The Commission meets on the second Wednesday of each month at 5:00 p.m.
LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 6 -
Responsibilities: Serves in an advisory capacity to the City Council about public safety, job opportunities for youth, recreation activities for youth, opportunities for effective participation by youth in governmental process, and changes in city regulations that are necessary to improve the social, economic, educational, recreational advantages, health and well-being of youth.
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
_________________________________ Agenda Number: ___________ Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Informational Report on Solar Project Credit Payment of $976,713.21 RECOMMENDATION:
None. This report is informational only.
SUMMARY:
In partnership with Engie Services U.S., the City initiated the construction of multiple solar systems to service City facilities. One of the two new solar systems at the Wastewater Treatment Plant (WWTP) started construction in June 2021 and became operational in October 2023. This system provides electricity to various City facilities, including the WWTP, City Hall, and Police Headquarters. The City issued bonds to pay for the facility’s construction, while construction on the second Engie solar system at the WWTP remains ongoing. The third, existing solar system at the WWTP, constructed in c. 2014, is unrelated to the Engie project.
In August 2022, the Inflation Reduction Act (IRA) was signed into law. Part of the IRA authorized credits for solar power systems that were both financed with debt and began construction prior to January 2023. Working with the City’s bond counsel, Jones Hall, the City submitted a claim in May 2024 with the Internal Revenue Service (IRS) for solar credits offered under the IRA. On January 2025, the City received a $1,966,669.83 solar credit payment from the IRS. The City submitted a second claim in October 2025. Payment of $976,713.21 for the second claim was received in February 2026. The monies received have been allocated to all the City funds contributing to the annual debt service payment on the solar power system.
DISCUSSION:
To ensure energy consistency and manage electric utility costs, the City began exploring solar energy systems to power its facilities. After careful study, the City partnered with Engie Services, B-4
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U.S. to develop a solar facility at the WWTP. Prior to this partnership, the City had already constructed a solar system at the WWTP that solely provided power to the WWTP. Thus, there are now three solar systems at the WWTP, all of which are operational. This subject solar system, while physically located at the WWTP, supplies energy to various City facilities, including the WWTP, City Hall, Police Headquarters, and water wells. In contrast, the other two solar systems are dedicated to the WWTP.
The City issued $19.4 million in bonds to fund the project in December 2019. Bond proceeds were initially used to cover design costs and later construction. Construction commenced in June 2021, with the initialization of the system in October 2023. The completed system is designed to produce 5.9 MW of electricity annually.
In August 2022, President Biden signed the IRA into law. The IRA provided financial incentives for solar projects. Under the IRA, credits were authorized for solar power systems financed with debt and began construction before January 2023. The IRS administered these credits through an application process.
In January 2024, the City’s bond counsel, Jones Hall, informed the City about the IRA’s solar power system credits and offered to assist in the application process. The City retained Jones Hall in March 2024 to facilitate the application submission. Jones Hall’s fee for this service was $45,000. With the assistance of Jones Hall, City staff filed a claim with the IRS in May 2024.
Payment for this claim in the amount of $1,966,669.83 was received from the IRS in January 2025.
Under the language in the IRA, agencies that issued bonds for solar projects could submit a second rebate claim. With the assistance of Jones Hall, staff submitted a claim for $976,713.21 in October 2025. A check in that amount was received from the IRS on February 17, 2026. As was the case with the first rebate check, staff allocated these monies across City funds based on their contribution to the annual solar power system bond payment. Jones Hall was paid an additional $45,000 for their assistance in filing this claim.
The two rebates combined generated $2,943,383.04 for the City. The City has now exhausted the possible solar project rebates available to it under the IRA.
FINANCIAL IMPACT:
Considering that various funds paid for the subject system, staff applied the $976,713.21 solar credit in proportion to the fund that initially paid for the solar project. Table 1 outlines the dollar amount credited per fund.
It is important to note that these credit proceeds were not included in the FY 2025/2026 Adopted Budget. Instead, staff plans to include these proceeds in the FY 2026/2027 Proposed Budget.
However, Council has the discretion of appropriating these proceeds in the FY 2025/2026 Amended Budget should it choose to do so.
Table 1: Rebate per fund
Fund Amount
Airport $27,309.31
Drainage $15,534.45
Facilities $199,002.25
General Fund $130,266.25
Madera Transit Center $9,195.45
Measure K - Police $5,040.01
Parking $1,651.04
Sewer $207,357.70
Water $381,356.75
Total $976,713.21
ALTERNATIVES:
There are no alternatives presented as this item is informational only.
ATTACHMENTS:
None
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Madera Coalition for Community Justice Fee Waiver Request for Cesar Chavez Day Event RECOMMENDATION:
Adopt a Resolution waiving the rental fees of the Pan-American Community Center on March 29, 2026, related to the Cesar Chavez Day event hosted by the Madera Coalition for Community Justice, at an anticipated rental fee of $850
SUMMARY:
The City received a request from the Madera Coalition for Community Justice (MCCJ) seeking a waiver of rental fees for the use of the Pan-American Community Center (PACC) to host an annual Cesar Chavez Day event. The MCCJ is requesting access to PACC on Sunday, March 29, 2026, from 8:30 a.m. for setup and ending at 3:30 p.m. with cleanup. The event itself is scheduled from 10:30 a.m. to 2:00 p.m. and is open to the public.
DISCUSSION:
MCCJ has submitted a formal request to use PACC, specifically the gym and kitchen area, for their annual Cesar Chavez Day event.
The MCCJ has shared that they are the event organizers. The event will be a commemoration of civil rights leader Cesar Chavez and a demonstration of solidarity with the farmworkers Cesar Chavez supported. The event will include free entertainment, education, resource booths, and public speakers for the community.
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MCCJ is committed to adhering to all rules and regulations regarding the use of the facility and will ensure the area utilized is left in its original condition following the conclusion of the event.
While staff supports the request, MCCJ is still required to provide insurance documentation for City facility rentals that meet City requirements.
FINANCIAL IMPACT:
The applicable costs associated with the rental of PACC, with the spaces requested, are summarized in Table 1, which would be applicable for this rental. Costs are derived from the City of Madera Master Fee Schedule.
Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Gym Access $550
Kitchen Access $135
Early Access $40
Special Event Fee $100
Total $850
The total applicable cost for PACC, with dates and times as requested, would be $850.
ALTERNATIVES:
The Council may elect to reject the fee waiver and require MCCJ to remit any associated fees if it wishes to rent the PACC for the annual Cesar Chavez Day event.
ATTACHMENTS:
1. Resolution – Waiving the rental fees of the Pan-American Community Center on March 29, 2026, related to the Cesar Chavez Day event hosted by the Madera Coalition for Community Justice, at an anticipated rental fee of $850
2. Request Letter Authored by Linette Lomeli, Executive Director ATTACHMENT 1
Resolution – Waiving the rental fees of the Pan-American Community Center on March 29, 2026, related to the Cesar Chavez Day event hosted by the Madera Coalition for Community Justice, at an anticipated rental fee of $850
RESOLUTION NO. 26-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA WAIVING THE RENTAL FEES OF THE PAN-AMERICAN
COMMUNITY CENTER ON MARCH 29, 2026, RELATED TO THE CESAR
CHAVEZ DAY EVENT HOSTED BY THE MADERA COALITION FOR
COMMUNITY JUSTICE, AT AN ANTICIPATED RENTAL FEE OF $850 WHEREAS, the City has received a request for waiving of fees for the rental of the PanAmerican Community Center (PACC); and WHEREAS, the request is from the Madera Coalition for Community Justice (MCCJ); and WHEREAS, MCCJ is looking to host an annual Cesar Chavez Day event; and WHEREAS, the request is for rental utilization on Sunday, March 29, 2026, from 8:30 a.m. to 3:30 p.m., including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $850; and WHEREAS, MCCJ is still subject to providing insurance documentation for City facility rentals that meet City requirements.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, determines and orders as follows:
1. The foregoing recitals are true and correct and incorporated herein by reference.
2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Cesar Chavez Day, hosted by Madera Coalition for Community Justice, provides an educational opportunity, as well as provides inspiration for peaceful social justice movements, which in turn is beneficial for the community.
3. The City Council does hereby waive the City fees for rental fees of the Pan-American Community Center on the date and time identified, subject to confirmation of insurance.
4. This resolution is effective immediately upon adoption. * * * * * *
ATTACHMENT 2
Request Letter Authored by Linette Lomeli, Executive Director
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Madera County Elections Division Fee Waiver Request for the Statewide Direct Election and the November 2026 General Election
RECOMMENDATION:
Adopt a Resolution waiving the rental fees of the Pan-American Community Center between May 30 - June 2, 2026, and October 31 - November 3, 2026, related to the General Election, hosted by the Madera County Elections Division, at an anticipated rental fee of $6,960 SUMMARY:
The City received a request from the Madera County Elections Division (MCED) seeking a waiver of rental fees for the use of the Pan-American Community Center (PACC) as an official Vote Center for the June 2, 2026, Statewide Direct Primary Election and the November 2026 General Election.
For the June 2, 2026, elected, MCED is requesting use of the PACC from May 30, 2026, through June 2, 2026. For the November 2026 General Election, MCED is requesting use of the facility from October 31, 2026, through November 3, 2026.
The requests include full-day use and access to the PACC from 7:30 a.m. to 5:30 p.m., except Election Days when the center would operate from 6:30 a.m. to 9 p.m. to ensure voters have adequate time to cast or return ballots.
DISCUSSION:
MCED has submitted a formal request to use PACC as a voting center for the upcoming election days in June and November 2026, dealing with the Statewide Direct Primary Election and the B-6
RETURN TO AGENDA
General Election. Use of the PACC as a voting center allows the community an accessible and convenient site to voting in person and dropping off ballots.
MCED is requesting access to the PACC as follows for the June 2, 2026, Statewide Direct Primary Election:
▪ Friday, May 29, 2026: Setup of voting equipment
▪ Saturday, May 30 – Monday, June 1, 2026: Vote Center operations from 7:30 a.m. to 5:30 p.m.
▪ Tuesday, June 2, 2026 (Election Day): Vote Center operations from 6:30 a.m. to 9:00 p.m. ▪ Wednesday, June 3, 2026: Removal of equipment and site restoration MCED is requesting access to the PACC as follows for the November 3, 2026, General Election:
▪ Friday, October 30, 2026: Setup of voting equipment
▪ Saturday, October 31 – Monday, November 2, 2026: Vote Center operations from 7:30 a.m. to 5:30 p.m.
▪ Tuesday, November 3, 2026 (Election Day): Vote Center operations from 6:30 a.m. to 9:00 p.m.
▪ Wednesday, November 4, 2026: Removal of equipment and site restoration MCED is committed to adhering to all rules and regulations regarding the use of the facility and will ensure the area utilized is left in its original condition following the conclusion of the rental.
This rental is subject to all other applicable requirements. This includes the provision of acceptable rental insurance.
FINANCIAL IMPACT:
The applicable costs associated with the rental of PACC, with the spaces requested, are summarized in Table 1, which would be applicable for this rental. Costs are derived from the City of Madera Master Fee Schedule.
Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Gym Access $6,000
Kitchen Access $135
Early Access $700
Special Event $100
Total $6,960
The total applicable cost for PACC, with dates and times as requested, would be $6,960.
ALTERNATIVES:
The Council may elect to reject the fee waiver and require MCED to remit any associated fees if it wishes to rent the PACC as a Vote Center for the June and November 2026 election dates.
ATTACHMENTS:
1. Resolution – Waiving the rental fees of the Pan-American Community Center during the following dates, between May 30 - June 2, 2026, and October 31 - November 3, 2026, related to the General Election, hosted by the Madera County Elections Division, at an anticipated rental fee of $6,960
2. Request Letter Authored by Stephen Serrano, Deputy Director of Election Services ATTACHMENT 1
Resolution – Waiving the rental fees of the Pan-American Community Center during the following dates, between May 30 - June 2, 2026, and October 31 - November 3, 2026, related to the General Election, hosted by the Madera County Elections Division, at an anticipated rental fee of $6,960
RESOLUTION NO. 26-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA WAIVING THE RENTAL FEES OF THE PAN-AMERICAN
COMMUNITY CENTER DURING THE FOLLOWING DATES, BETWEEN MAY 30 - JUNE 2, 2026, AND OCTOBER 31 - NOVEMBER 3, 2026, RELATED TO
THE GENERAL ELECTION, HOSTED BY THE MADERA COUNTY ELECTIONS DIVISION, AT AN ANTICIPATED RENTAL FEE OF $6,960
WHEREAS, the City has received a request for the waiver of fees for the rental of the PanAmerican Community Center (PACC); and WHEREAS, the request is from the Madera County Elections Division (MCED); and WHEREAS, MCED is looking to utilize the PACC as an official Vote Center for the June 2, 2026, Statewide Direct Primary Election & the November 3, 2026, General Election; and WHEREAS, the request is for rental utilization May 29, 2026 – June 2, 2026 & October 30, 2026 – November 3, 2026; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $6,960; and WHEREAS, MCED is still subject to providing insurance documentation for City facility rentals that meet City requirements.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, determines and orders as follows:
1. The foregoing recitals are true and correct and incorporated herein by reference.
2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera County Elections Division serves a community need to provide eligible voters with access to casting a ballot with integrity, security, and privacy.
3. The City Council does hereby waive the City fees for rental fees of the Pan-American Community Center on the dates and times identified, subject to confirmation of insurance.
4. This resolution is effective immediately upon adoption. * * * * * *
ATTACHMENT 2
Request Letter Authored by Stephen Serrano, Deputy Director of Election Services Rebecca Martinez, County Clerk-Recorder
and Registrar of Voters
COUNTY CLERK-RECORDER & REGISTRAR OF VOTERS
200 West Fourth Street • Madera, CA 93637 • 800.435.0509 Toll Free • 559.675.7720 • 559.675.7721 • 559.675.7724 • 559.675.7870 Fax www.maderacounty.com • www.votemadera.com
Date: 1/13/2026
To:
Nicki Rincon
Pan American Community Center
703 Sherwood Way
Madera, CA 93638
Subject: Request for Fee Waiver – Use of Facility for June 2, 2026 Statewide Direct Primary and November 3, 2026 General Election Dear Nicki,
On behalf of the Madera County Elections Division, I am writing to formally request a waiver of facility rental fees for the use of the Pan American Community Center as an official Vote Center for the June 2, 2026 Direct Statewide Election and the November 3, 2026 General Election.
June 2, 2026 Statewide Direct Primary Election.
As part of our commitment to providing accessible and convenient voting locations, the Pan American Community Center has been identified as a key site to serve the voting public. We respectfully request use of the facility for the following dates and times:
• Facility Access Dates:
o Friday, May 29, 2026: Setup of voting equipment
o Saturday, May 30 – Monday, June 1, 2026: Vote Center operations from 7:30 a.m. to 5:30 p.m. o Tuesday, June 2, 2026 (Election Day): Vote Center operations from 6:30 a.m. to 9:00 p.m. o Wednesday, June 3, 2026: Removal of equipment and site restoration November 3, 2026 General Election
As part of our commitment to providing accessible and convenient voting locations, the Pan American Community Center has been identified as a key site to serve the voting public. We respectfully request use of the facility for the following dates and times:
• Facility Access Dates:
o Friday, October 30, 2026: Setup of voting equipment
o Saturday, October 31 – Monday, November 2, 2026: Vote Center operations from 7:30 a.m. to 5:30 p.m. o Tuesday, November 3, 2026 (Election Day): Vote Center operations from 6:30 a.m. to 9:00 p.m. o Wednesday, November 4, 2026: Removal of equipment and site restoration Rebecca Martinez, County Clerk-Recorder
and Registrar of Voters
COUNTY CLERK-RECORDER & REGISTRAR OF VOTERS
200 West Fourth Street • Madera, CA 93637 • 800.435.0509 Toll Free • 559.675.7720 • 559.675.7721 • 559.675.7724 • 559.675.7870 Fax www.maderacounty.com • www.votemadera.com
The facility will be staffed at all times during operating hours by trained election workers, and all necessary safety and security protocols will be followed.
We kindly request that the facility rental fees be waived in support of the electoral process and public service to the voters of our community.
Should you need further details or documentation regarding this request, please do not hesitate to contact me at 559-675-7720 or [email protected].
Thank you for your continued support and consideration.
Sincerely,
Stephen Serrano
Deputy Director of Election Services
Madera County Elections Division
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Acceptance of the Lions Town & Country Park Trail Improvements RECOMMENDATION:
Staff recommend that the City Council approve Minute Order approving:
1. Acceptance of the Lions Town & Country Park Trail Improvements, specifically located within Lions Town & Country Park, 2300 Howard Road, Madera, CA 93637.
2. The Recording of Notice of Completion.
3. The release of retention 35 days after the recording of the Notice of Completion.
SUMMARY:
On July 16, 2025, the City Council approved the award of a Construction Services Agreement with Tosted Asphalt, Inc. (Tosted) for the Lions Town & Country (LTC) Park Trail Improvements for $841,019.63, with a contingency of up to 10 percent of the original construction agreement amount, up to $84,102. The scope of work included the demolition of the existing trail at the park and the construction of a new trail system.
All parties agree that the project can be recommended for acceptance by the Council and a Notice of Completion recorded thereafter.
DISCUSSION:
In 2024, the City was able to execute grant contracts for $1,600,000 towards improvements at LTC Park. A total of $500,000 came from the State of California Department of Parks and Recreation, championed by Senator Anna Caballero. Additionally, $1,100,000 was awarded by the Natural Resources Agency, made possible by Assemblymember Esmeralda Soria.
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The purpose of the funding is primarily for improvements to the trail system at the park. This project was a priority due to the trail system’s weakened infrastructure, erosion from use, time, and weather that gave way to muddy and uneven walking surfaces with numerous potholes along the trail.
On April 5, 2025, the City released IFB 202425-23 for the LTC Park Trail Improvements. The City solicited bids for the reconstruction of the trail system, with the scope of work to include:
▪ Approximately 63,746 square feet removal of existing path. ▪ Installation of approximately 69,534 square feet of asphalt pavement. ▪ Installation of approximately 11,265 lineal feet of asphalt edging.
On May 12, 2025, a total of 8 bids were received. Tosted was determined as being the lowest, responsive, responsible bid per the requirements set forth in the project’s contract documents.
On July 16, 2025, the City Council approved the award of a Construction Services Agreement with Tosted for $841,019.63, with a construction contingency of up to $84,102. The Agreement total, including contingency, was set at $925,121.63.
Tosted began work on the project on September 29, 2025. The project was broken into three phases, so as not to disturb access to the entire trail for the duration of the project. In this manner, a section of the trail was off-limits to the public, being under construction, leaving access to other parts of the trail. The community responded well to this approach, as community members still had access to the park and sections of the trail for recreational use. ▪ Phase 1 began on September 29, 2025, and ended on November 4, 2025. ▪ Phase 2 began on November 17, 2025, and ended on December 23, 2025. ▪ Phase 3 began on January 5, 2026 and was completed on February 10, 2026.
On Tuesday, February 10, 2026, City staff and Tosted staff held a project walk-through. Minor items were identified as needing to be addressed, including site grading items and sprinkler heads, and irrigation valves needing to be better covered.
After an additional project walk-through, and after determination that the project has been completed, staff is recommending the acceptance and filing of the Notice of Completion for the project.
FINANCIAL IMPACT:
Funding for the trail system renovations comes from the $1,600,000 grant funding, championed by Senator Anna Caballero and Assemblymember Esmeralda Soria.
A total of $856,673.89 was spent on the trail system renovations, under the Construction Services Agreement. Of the $84,102 available for contingencies, $15,654.26 was used as several items needed to be addressed during the course of the project. These included:
▪ Removal of existing bollards at trail entryways. Replaced with bollards with flush sleeves for easier removal by City staff when accessing the trail system. ▪ Installation of construction pipe sleeves, as needed, for the protection of existing embedded pipes under the trail system.
▪ Grading changes to prevent flooding of an identified section. ▪ Installation of a culvert at the trail area that intersects with the canal, due to the grading changes.
Table 1 below includes a breakdown of the trail improvement project costs.
Table 1: Cost of the Trail Improvements Project
Item Amount
Tosted Asphalt, Inc. Construction Services Agreement Award $841,019.63 Contract Change Orders $15,654.26
Total Project Cost $856,673.89
Table 2 below shows a breakdown of the grant funding utilized towards the park improvements, and the balance of funding from the $1,600,000 in grant funding.
Table 2: $1,100,000 Spent/Encumbered Grant Funding
Item Amount
Trail Design by Westwood Professional Services, Inc. $172,400 IFB 202425-23 Tribune Advertisement $1,033.50
Mail Drop Printing of Plans for Construction $594
Testing Services for Soils and Materials $43,185
Tosted Asphalt, Inc. for Trail Improvements $856,673.89 Total Spent/Encumbered $1,073,886.39
Remaining Balance from $1,100,000 $526,113.61
Together, a total of $526,113 is available towards additional improvements. The City plans to utilize the remaining funding to rehabilitate the existing parking lots at LTC park. The City recently authorized Westwood to prepare construction drawings to rehabilitate the parking lots at the park. Once the plans are completed, the City will issue a Request for Proposal (RFP) for construction.
ALTERNATIVES:
As an alternative, the Council may elect to reject the Notice of Completion with due cause.
Rejection would result in the staff’s inability to record the Notice of Completion until addressing Council concerns, if any.
ATTACHMENTS:
1. Notice of Completion
2. Before & After Photos of the Trail System
ATTACHMENT 1
Notice of Completion
Recording Requested by:
City of Madera
And When Recorded, Mail to:
City of Madera – City Clerk
205 W. 4th Street
Madera, CA 93637
Space above this line for Recorder’s Use
Fee Waived per Section 27383 & 27388.1(a)(2)(D) of the Government Code – No Document Tax Due $ -0-
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:
1. The undersigned is owner of the interest or estate stated below in the property hereinafter described.
2. The full name of the undersigned is City of Madera.
3. The full address of the undersigned is 205 W. 4
th Street, Madera, CA 93637.
4. The nature of the title of the undersigned is: In fee Public Construction (If other than fee, strike “In fee” and insert, for example, “purchaser under contract of purchase” or “lessee”.)
5. The full name and full addresses of all persons, if any, who hold title with the undersigned as joint tenant or as tenants in common are:
Name Address
N/A
6. A work of improvement on the property hereinafter described was completed on: 03/05/2026
7. The name of the original contractor, if any, for such work of improvement was:
(If no contractor for work of improvements as a whole, insert “none”.) Tosted Asphalt, Inc.
8. The full name(s) and address(es) of the transferor(s) of the undersigned is(are):
Name Address
N/A
9. The property on which said work of improvement was completed is in the City of Madera, County of Madera, State of California, and is described as follows:
Trail system at Lions Town & Country Park, located at 2300 Howard Road, Madera, CA93637
10. The street address of said property is See #9
(If no street address has been officially assigned, insert “none”.) (Signature of Owner named in Paragraph 2)
CITY OF MADERA
_________________ ________________________________________________ Dated Joseph Hebert
Parks & Community Services Director
State of California
County of Madera
Joseph Hebert, being duly sworn says: He is the Parks & Community Services Director of the City of Madera, the corporation that executed the foregoing notice as owner of the aforesaid interest or estate in the property therein described; that he makes this verification on behalf of said corporation; that he has read said notice and knows the contents thereof, and that the facts herein stated are true. (Signature of Officer)
CITY OF MADERA
Joseph Hebert
Parks & Community Services Director
State of California
County of Madera
Subscribed and sworn to (or affirmed) before me on the day of , 2026 by Joseph Hebert, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
(Seal)
Alicia Gonzales
City Clerk
The notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached and not the truthfulness, accuracy or validity of that document.
ATTACHMENT 2
Before & After Photos of the Trail System
The photos below show the trail conditions before the improvements at various sections.
The photos below show the trail conditions after the improvements at various sections.
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
Agenda Number: ___________
Keith Helmuth, Department Director
Arnoldo Rodriguez, City Manager
SUBJECT:
Raymond Road Street Improvements, City Project R-37, CMAQ CML 5157 (094), Shoulder Paving and RMRA Pavement Rehab
RECOMMENDATION:
Adopt a Resolution Rejecting All Bids Received for the Raymond Road Street Improvements, City Project R-37, CMAQ CML 5157 (094), Shoulder Paving and RMRA Pavement Rehab SUMMARY:
On February 24, 2026, the City received seven bids in response to an Advertisement for Bids for City Project R-37, CMAQ CML 5157 (094), Shoulder Paving and RMRA Pavement Rehab Project (Project). Funding is from the sum of Congestion Mitigation and Air Quality (CMAQ), Road Maintenance and Rehabilitation Account (RMRA), Local Transportation Funds (LTF), and Regional Surface Transportation Funds (RSTP). Out of an abundance of caution, staff is recommending that the City rebid the project, inclusive of several clarifications to the bid documents removing potential ambiguous language.
BACKGROUND:
This Project was originally two projects due to the mix of various funding sources. The CMAQ funding is specific only for the shoulder paving portion on Raymond Road while the RMRA funding is specific only for the existing pavement rehabilitation. Because the northerly and southerly limits of both projects are the same, they were combined into the City Project R-37 umbrella.
Two bid schedules were incorporated for each funding source for tracking purposes, but the award was to be based on the sum of both schedules. Due to the potentially ambiguous language in the project bid documents, concerns were raised by contractors after bid opening.
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RETURN TO AGENDA
DISCUSSION:
The project limits are on Raymond Road between Cleveland Avenue and the City limits to the northeast. The total length is approximately 2,450 lineal feet. The work consists of new shoulder paving and rehabilitation of existing pavement (fog seal, micro-surfacing type II treatment, and grind and replace).
On January 24, 2026, the City released the project for public bidding on the City’s PlanetBids web portal. Also, a “Notice Inviting Bids” was duly published in the Madera Tribune Newspaper on January 24 and January 31. Bidders downloaded the plans and specifications from PlanetBids.
On February 24, 2026, seven bids were received. The bids were checked for accuracy against bidding requirements, validity of licenses, and bid security. The bids received are summarized in Table 1.
Table 1: Bid Summary
Bidder Bid
Juarez Brothers General Engineering Inc (rejected
non-responsive)
$417,500.00
Terra West Construction Inc. $488,219.00
Avison Construction $560,071.00
Cal Valley Construction $580,674.90
Dave Christan Construction, Inc. $589,414.25
United Pavement Maintenance $632,768.71
Dawson-Mauldin, LLC $733,775.60
Engineer’s Estimate $577,999.01
After bid opening, concerns were raised by contractors as to interpretation of the requirements of the bid documents potentially affecting how they bid the project. Staff recommends rejecting all bids, addressing the issues, and rebidding the project.
FINANCIAL IMPACT:
Funding for this project comes from Congestion Mitigation and Air Quality (CMAQ), Road Maintenance and Rehabilitation Account (RMRA), Local Transportation Funds (LTF), and Regional Surface Transportation Funds (RSTP). There will be additional costs associated with rebidding the project including the legal advertising fee, staff time and printing costs.
ALTERNATIVES:
Proceed with the awarding the project and risk the award being contested and the project halted. This would result in delays in construction, added legal fees, and ultimately rebidding the project.
ATTACHMENTS:
1. Project Map
2. Resolution
Attachment 1
Project Map
Attachment 2
Resolution
RESOLUTION NO. 26-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA REJECTING ALL BIDS FOR RAYMOND ROAD STREET
IMPROVEMENTS, CITY PROJECT R-37, CMAQ CML 5157 (094), SHOULDER
PAVING AND RMRA PAVEMENT REHAB AND AUTHORIZING THE
ENGINEERING DEPARTMENT TO RE-ADVERTISE FOR BIDS FOR THE PROJECT.
WHEREAS, on January 24, 2026 the City of Madera (City) Engineering Department advertised a solicitation for construction bids for Raymond Road Street Improvements, City Project R-37, CMAZ CML 5157 (094), Shoulder Paving and RMRA Pavement Rehab ; hereinafter referred to as “the Project”; and
WHEREAS, seven sealed bids were received on February 24, 2026 and opened by the City Engineer; and
WHEREAS, the City Council has determined that it is in the best interest of the City to reject all bids due to interpretation of the requirements of the bid documents potentially affecting how the project was to be bid; and
WHEREAS, Funding for the Project remains programmed in the Capital Improvement Projects Budget for Fiscal Year 2025/26 under CIP R-37 and the project will be re-advertised for bids to ensure timely delivery;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA HEREBY finds, orders and resolves as follows:
1. The above recitals are true and correct.
2. The City Council (Council) has reviewed and considered all information presented including the report to Council from the Engineering Department.
3. It is in the best interests of the City to reject all bids for the Project, and the City Council so rejects all bids.
4. The City’s Engineering Department is authorized to re-advertise for bids for the Project.
5. This Resolution is effective immediately upon adoption. * * * * * *
REPORT TO CITY COUNCIL
Approved by:
_________________________________
Keith Helmuth, City Engineer
Arnoldo Rodriguez, City Manager
SUBJECT:
Fairgrounds Lift Station Modifications, City Project SS-00006 RECOMMENDATION:
Adopt a Resolution Authorizing an Increase in Construction Contract Contingencies for the contract with Telstar Instruments for the Fairgrounds Lift Station Modifications, City Project SS00006 SUMMARY:
City Council (Council) awarded the Fairgrounds Lift Station Modifications, City Project SS-00006 (Project) contract to Telstar Instruments (Telstar) on December 18, 2024 with a 10 percent contingency. Due to unanticipated conditions experienced on-site, staff is requesting an increase in the project contingency to 25 percent to cover these unforeseen conditions.
DISCUSSION:
Due to unanticipated events and unforeseen conditions during the contract time associated with the Project, Telstar has performed work under change orders that depleted the allowable 10 percent contingences. As part of the Project, new pumps are proposed to replace the old ones that reached end of life and were undersized for current and future capacity demands. The new pumps are scheduled to be online this Spring contingent upon approval of pending change orders that exceed the allowable contingencies. A list of the items affecting the contract are as follows:
Change Order No. 1 – Bypass Pumping.
After the contract but prior to start of construction, the original lift station pumps experienced a catastrophic failure. To maintain critical sewage flow, City Public Works forces mobilized portable pumps to provide emergency bypass pumping which must be maintained, including staffing, around-the-clock. Public Works has limited staffing Council Meeting of: March 18, 2026
Agenda Number: ____ B-9
RETURN TO AGENDA
available to accommodate a 24-hour requirement. Given Public Works staffing resources were strained and Telstar, as part of their contract work, was required to provide bypass pumping during specific phases in the reconstruction of the lift station, staff requested Telstar to provide the cost to assume bypass pumping earlier than anticipated to relieve Public Works staff. The cost proposal of $194,594 was less than the estimated costs for the City to hire a bypass pumping company for a month and a half before Telstar was scheduled to start work on-site. As such, Telstar was directed to perform this additional work through approval of Change Order No. 1.
Change Order No. 2 – Addition of Combination Air Release Valve During submittal review, Telstar and AECOM, the design consultant for the project, determined that a combination air release valve will be needed to operate the new pumps properly. The valve will allow proper air release and vacuum protection during pumping operations. This valve was not included in the bid documents. The contractor was directed to supply and install a combination air release valve with approval of Change Order No. 2 for $7,241.
Potential Change Order No. 3 – New Grinder Unit
The lift station incorporates a mechanical grinder to chop any large items that are inappropriately disposed of in the waste stream (fabric, wood, plastic, etc.) that could block the downstream pumps. The grinder installed in 2023 was to remain in place as part of the project design. However, prior to the project starting, the grinder stopped working. The supplier of the grinder was non-responsive to requests for maintenance support and needed parts. The grinder is currently inoperable. Staff has requested that a new grinder be purchased and installed as a part of this project. The supplier of the new pump station has proposed a unit that they sell and support; this supplier is located in the Central Valley. This new unit will have the added features of being able to reverse to clear the screen and notify through SCADA that it needs attention so that maintenance personnel can service it prior to it burning out. The cost of the upgraded grinder, associated appurtenances and installation is $124,410.
Potential Change Order No. 4 – Wet Well Slope Demolition During drainage and prepping for coating of wet well, the bottom surface of the wet well was found to be sloped or filled with concrete at the bottom. This condition is not consistent with the record drawings from the original lift station installation which were used to prepare the design for the bid documents. This sloped area conflicts with the new pumps being installed, causing the pumps to strike the sidewalls and not allow for proper seating. The sloped area needs to be removed for proper pump placement. These costs are estimated not to exceed $30,000.
Table 1 provides a summary of items mentioned above along with a request for additional contingency funds to have in place if additional unforeseen costs should occur.
Table 1: Estimated Current Project Cost and Contingency Summary Item Description Total
Original Contract $1,902,002
Change Order #1 Bypass pumping due to premature failure of Fairground Pump Station $194,594
Change Order #2 Combination Air Release Valve $7,241
Potential Change
Order #3
Replacement of Grinder Unit $124,410
Potential Change
Order #4
Demo of slopes at bottom of wet well for
new pumps
$30,000
Additional
Contingency
For additional unforeseen cost moving
forward $119,255
Total $2,377,502
Note the combined cost of bypass pumping and the proposed upstream grinding unit will account for 16.8 percent ($319,004) of the 25 percent requested contingency. Both items were not part of the original scope for modifying the Lift Station.
The recommendation is to increase the allowable contingencies from 10 percent to 25 percent, for a total contingency not to exceed $475,500.
FINANCIAL IMPACT:
There is no fiscal impact on the City’s General Fund. Rather, the project is funded with Sewer Capital Outlay funds in the Sewer Enterprise Fund Account. Reference Table 2 for the proposed revised budget.
Table 2: Project Budget
Line Item Amount
Telstar Instruments Contract $1,902,002
Revised Project Contingency of 25% $475,500
Various Construction Administration Related Costs $150,000 Total Revised Project Budget $2,527,502
ALTERNATIVES:
Approve a lower contingency increase covering only those items known at this time. Any future change orders would require staff to seek Council approval possibly causing delays and additional costs to the project.
ATTACHMENTS:
1. Resolution
ATTACHMENT 1
Resolution
RESOLUTION NO. 26-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA AUTHORIZING AN INCREASE IN CONSTRUCTION CONTRACT
CONTINGENCIES FOR THE CONTRACT WITH TELSTAR INSTRUMENTS FOR THE FAIRGROUNDS LIFT STATION MODIFICATIONS, CITY PROJECT SS00006 WHEREAS, the City Council adopted Resolution 24-219 awarding a contract to Telstar Instruments on December 18, 2024, for the Fairgrounds Lift Station Modifications, City Project SS-00006 hereinafter referred to as “the Project”; and
WHEREAS, the awarding resolution authorized up to 10 percent construction contingencies as approved by the City Engineer; and
WHEREAS, unanticipated conditions encountered during construction have generated contract changes exceeding 10 percent construction costs; and WHEREAS, funding for increased construction contingencies is available in the Sewer Capital Outlay funds in the Sewer Enterprise Fund Account.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA HEREBY finds, orders and resolves as follows:
1. The above recitals are true and correct.
2. The City Council authorizes Construction Contingencies of up to 25 percent ($475,500) as approved by the City Engineer.
3. This Resolution is effective immediately upon adoption. * * * * * * * * * * *
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: March 18, 2026
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
James Taubert Park
RECOMMENDATION:
Adopt a Resolution amending the Fiscal Year 2025/26 Adopted Budget for engineering and project management services associated with James Taubert Park in the amount of $30,000 SUMMARY:
The City relies on interdepartmental support to deliver capital improvement projects. For the Taubert Park, the Parks and Community Services Department requires assistance from the Engineering Department for construction project management and inspection services.
Engineering staff time, including that of the assigned Project Manager, Inspectors, City Engineer, and Deputy City Engineer, is tracked and billed to the project. However, the project does not currently have sufficient appropriations to cover these in‑house costs. The requested $30,000 budget amendment will provide adequate funding for these services and ensure the project can proceed without delay.
DISCUSSION:
The James Taubert Park project is a priority parks improvement effort intended to construct a park at the southwest corner of E. Olive Ave. and Knox Street. The $1,900,000 project is primarily funded through a Proposition 68-State of California grant.
B-10
RETURN TO AGENDA
To complete the project, the Parks and Community Services Department has partnered with the Engineering Department to provide construction project management, administration, and field inspection services that are required to deliver the work in compliance with City standards and applicable regulations.
Engineering staff, including the Project Manager, construction Inspectors, City Engineer, and Deputy City Engineer provide progress meetings with the project’s contractor, conduct submittal reviews, coordinate with the contractor, conduct field inspections, and respond to Request for Information by the contractor. Their time is tracked to the project and billed as interdepartmental charges. The existing project budget did not include sufficient funding for these in‑house services.
Without a budget amendment, the Engineering Department would not be able to fully charge its time to the project.
The proposed action authorizes a budget amendment in the amount of $30,000 to ensure that all necessary engineering and project management services can be fully funded through June 30, 2026. This will allow the project to stay on schedule and maintain appropriate quality control and oversight during construction.
FINANCIAL IMPACT:
The proposed action requests a budget amendment in the amount of $30,000 to ensure that all necessary engineering and project management services can be fully funded through June 30, 2026. This will allow the project to stay on schedule and maintain appropriate quality control and oversight during construction.
Staff is proposing using Development Impact Fees (DIF) funds to cover the difference.
Table 1 below shows a breakdown of expenditure and encumbrances related to James Taubert Park.
Table 1: Expenditure/Encumbrance for James Taubert Park Expenditure/Encumbrance Description Total
Bid Advertisement for IFB 202425-22 $1,085.50
Bid Advertisement for IFB 202425-22B $1,189.50
Groundbreaking Event $583.47
PG&E $6,465.47
Design Services with O’Dell Engineering $240,013
Construction Award with Taylor Backhoe Services, Inc., includes contingency $2,044,051.35 Soil and Materials Testing Services from Technicon $30,481 Total Expenditure/Encumbered $2,323,869.29
Grant Amount $1,990,000
Difference/City Additional Funds $333,869.29
ALTERNATIVES:
The City Council may consider the following alternatives:
▪ Take no action and maintain the current budget appropriations, which would limit the Engineering Department’s ability to charge its time to the project and may delay or impact delivery of James Taubert Park improvements.
▪ Direct staff to pursue a reduced level of engineering and inspection services, which could increase project risk, reduce oversight, and affect compliance with City standards. ▪ Provide alternative direction to staff regarding the scope, timing, or funding approach for engineering and project management services related to James Taubert Park.
These alternatives may delay project completion or reduce the level of oversight needed to ensure a successful project.
ATTACHMENTS:
1. Resolution amending the Fiscal Year 2025/26 Adopted Budget, approving related expenditure line items for engineering and project management services associated with James Taubert Park in the amount of $30,000
a. Exhibit A – Budget Amendment
ATTACHMENT 1
Resolution amending the Fiscal Year 2025/26 Adopted Budget, approving related expenditure line items for engineering and project management services associated with James Taubert Park in the amount of $30,000
Exhibit A: Budget Amendment
RESOLUTION NO. 26 -____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING THE FISCAL YEAR 2025/26 ADOPTED BUDGET, APPROVING
RELATED EXPENDITURE LINE ITEMS FOR ENGINEERING AND PROJECT
MANAGEMENT SERVICES ASSOCIATED WITH JAMES TAUBERT PARK IN THE AMOUNT OF $30,000
WHEREAS, the City Council previously approved the Operating City-wide Budget for 2025/26 Fiscal Year; and
WHEREAS, the City wishes to ensure sufficient funding is available to cover expenditure pertaining to the in-house engineering and project management services associated with James Taubert Park; and
WHEREAS, an amendment to the City’s Adopted Budget for the 2025/26 Fiscal Year, listed in Exhibit A, attached hereto, is necessary to account for related expenditures pertaining to the in-house engineering and project management services.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA finds, orders, and resolves as follows:
1. The above recitals are true and correct.
2. The appropriations for the items listed in Exhibit A, attached hereto, are approved.
3. A signed copy of this Resolution shall be placed on file in the office of the Director of Financial Services, who shall prepare the necessary entries to reflect budget changes identified in the City's accounting system.
4. This Resolution is effective immediately upon adoption. *****
Exhibit A: Budget Amendment
ORG OBJECT
FUND CODE CODE DESCRIPTION (+) (-)
PARKS GRANTS
41096356 4355 Transfer-In $ 30,000
41096356 7050 JTPRK Construction/Infrastructure 30,000
$ 30,000 $ 30,000
EXHBIT A
CITY OF MADERA
Budget Appropriations: Res. 26-______
Budget Amendment for Fiscal Year 2025/26
1 REPORT TO CITY COUNCIL
Approved by:
_________________________________
Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Amendments to the City of Madera Classification Plan, changes to salary range assignments for certain positions on the City of Madera Full-Time Salary Schedule, and Hiring Bonus Program RECOMMENDATION:
Adopt resolutions:
1. Amending the City of Madera Classification Plan to replace Public Safety Dispatcher with Public Safety Dispatcher I/II and modify the Public Works Operations Director to include classification as unlicensed or licensed Civil Engineer; and
2. Approve three (3) Side Letter Agreements between the City of Madera and the Madera Police Officers’ Association, Mid Management Employee Group, and Law Enforcement Mid Management Group, respectively, modifying the assigned salary ranges for certain classifications; and
3. Approve the City of Madera Full-Time Salary Schedule effective March 21, 2026; and
4. Approve Policy HR-1: Hiring Bonus Program for Eligible Positions.
SUMMARY:
The City of Madera (City) is experiencing sustained vacancies in the Police Department for Public Safety Dispatchers and Police Officers and in the Engineering Department for licensed Civil Engineers. To mitigate the strain caused by these vacancies, as well as documented turnover and short tenure in certain classifications, staff is recommending creation of a Public Safety Dispatcher I/II class series and modification of assigned pay ranges for affected classifications to attract and retain experienced employees. Additionally, due to existing and anticipated expanded areas of responsibility, staff is recommending salary range adjustments in the Public Works Department. Lastly, staff is recommending a Hiring Bonus Program to attract and retain experienced personnel that would provide bonus pay in exchange for a three (3) year Council Meeting of: March 18, 2026
Agenda Number: _______ D-1
RETURN TO AGENDA
commitment to the City from certain prospective employees in identified job classes who are journey to advanced-journey level in their profession.
DISCUSSION:
The City currently has four (4) vacant Public Safety Dispatcher (PSD) positions, ten (10) vacant Police Officer positions, and ongoing vacancies at the Senior Civil Engineer and Deputy City Engineer levels. While recruitment and hiring efforts are ongoing, staff is recommending a twopronged approach to mitigating the vacancies through adjustments to existing pay ranges to attract candidates and retain current veteran employees and offering hiring bonuses to attract experienced candidates with a commitment to the City for ongoing service. For data reference points throughout this report, staff has evaluated calendar year 2021 to present, with 2021 selected as the starting point as it was the first full year where employment began to normalize again after the direct impacts of COVID-19 and the State of California’s economic shut-down.
PSD Vacancies
The City budgets for eleven (11) full-time PSD positions and has a pool of part-time former PSDs who can assist with shift coverage within hours limitations set by the California Public Employees’ Retirement System (CalPERS) and the Affordable Care Act (ACA). There are currently four (4) vacant full-time PSD positions. While the department has been routinely hiring PSD candidates, most candidates do not sustain employment. Looking at calendar year 2021 to present, the City has hired fifteen (15) PSDs, of which only three (3) remain employed. The majority of those that separated had a tenure with the City of four (4) months or less. The continuous turnover and training has caused and continues to cause a strain on existing staff.
PSD employees generally do not seek other positions within the City as the position is not part of a larger career ladder. Instead, candidates historically have been generally committed to the position. That said, the City has a single classification for PSD employees, regardless of longevity and experience. For this reason, staff is recommending creation of a two-tiered (2-tiered) PSD classification to recognize the difference experience plays in long-term PSD employees versus newer hires. To effect this option, the related non-sworn supervisor positions are recommended for salary adjustment to match the Code Enforcement Supervisor (also a non-sworn Police Department Supervisor) to create space on the salary schedule for the new PSD II classification.
Additionally, the existing PSD position is recommended for a slight increase in hopes to attract candidates with more longevity. Table 1 shows the existing position salary ranges and proposed revisions.
Table 1: Proposed Salary Adjustments for PSD & Supervisor (bi-weekly, rounded in US Dollars) Position Range Step
A B C D E F
Current
Public Safety Dispatcher 294 1,718 1,803 1,894 1,988 2,088 2,192 Police Office Supervisor 350 2,271 2,385 2,504 2,629 2,761 2,898 Auxiliary Services Supervisor 350 2,271 2,385 2,504 2,629 2,761 2,898 Proposed
Public Safety Dispatcher I 300 1,770 1,858 1,951 2,049 2,152 2,259 Public Safety Dispatcher II 341 2,171 2,280 2,394 2,513 2,639 2,771 Police Office Supervisor* 380 2,638 2,770 2,908 3,054 3,206 3,366 Auxiliary Services Supervisor* 380 2,638 2,770 2,908 3,054 3,206 3,366 *Set to match the existing Code Enforcement Supervisor pay range.
Police Officer Vacancies
The City has 58 budgeted Police Officer positions, staffed based on training and experience as Police Officer Trainee (has not graduated the academy), Police Officer I (academy graduate), and Police Officer II (lateral/experienced officer). In addition to the budgeted Police Officer positions, the department’s sworn staffing includes Corporals (4), Sergeants (9), Lieutenants (3), Commander (1), and Chief (1)
There are currently ten (10) vacant officer positions, plus seven (7) currently enrolled in the Police Academy, plus an additional four (4) in the final phase of training prior to working as solo beat Police Officer I’s.
The department has continued efforts to identify candidates in or for each Fresno City College Police Academy class, however has not been able to attract experienced officers nor identify sufficient trainee-level officer candidates to fill the vacant positions, with most applicants failing background. As promotions at the Police Department are generally internal, Table 2 summarizes hire and separation data for all sworn positions calendar year 2021 to present.
Table 2: Sworn Position Turnover
Calendar Year Hired Separated
2021 3 9
2022 21 18
2023 11 14
2024 15 4
2025 10 17
2026 year-to-date 3 4
The average tenure of Police Officer employees with the City is slightly less than five (5) years, with 60% having less than four (4) years of experience. This average includes four (4) who have been with the City more than 20 years.
In looking at current salary ranges for Police Officer positions and the career ladder within the Police Department, the salary ranges can be adjusted for the Officer and Corporal level without causing additional compaction in the job family. There is currently a large spread between the Corporal and Sergeant ranks. Table 3 illustrates recommended range adjustments for Police Officer Trainee, Police Officer I, Police Officer II, and Police Corporal. The ranks of Sergeant, Lieutenant, Commander, and Chief are provided for comparison only and are not being considered for adjustment.
Table 3: Proposed Salary Adjustments for Officer and Corporal (bi-weekly, rounded in US Dollars) Position Range Step
A B C D E F
Current
Police Officer Trainee 333 2,087 2,191 2,300 2,416 2,536 2,663 Police Officer I 363 2,423 2,544 2,672 2,805 2,946 3,093 Police Officer II 373 2,547 2,674 2,809 2,949 3,096 3,251 Police Corporal 383 2,677 2,812 2,952 3,099 3,255 3,417 Police Sergeant 426 3,318 3,484 3,658 3,841 4,033 4,234 Police Lieutenant 487 4,498 4,723 4,959 5,207 5,467 5,741 Police Commander 504 4,896 5,141 5,398 5,667 5,951 6,248 Police Chief 554 6,159 6,468 6,791 7,130 7,487 7,861
Proposed
Police Officer Trainee 363 2,423 2,544 2,671 2,805 2,945 3,093 Police Officer I 373 2,547 2,674 2,808 2,949 3,096 3,251 Police Officer II 381 2,651 2,783 2,922 3,068 3,222 3,383 Police Corporal 395 2,842 2,984 3,134 3,290 3,455 3,628 Police Sergeant* 426 3,318 3,484 3,658 3,841 4,033 4,234 Police Lieutenant* 487 4,498 4,723 4,959 5,207 5,467 5,741 Police Commander* 504 4,896 5,141 5,398 5,667 5,951 6,248 Police Chief* 554 6,159 6,468 6,791 7,130 7,487 7,861
*No proposed change.
Licensed Engineers
The City has been attempting to hire licensed Civil Engineers for Senior Civil Engineer and Deputy City Engineer for several years now. While the City has been able to hire at the Assistant Engineer level, the Assistant Engineer position is not a licensed Civil Engineer and is most often a recent college graduate with little work experience. Staff has utilized its existing contract for recruitment services in an attempt to identify qualified licensed Civil Engineers and a professional recruiter has been seeking Deputy City Engineer candidates on the City’s behalf through advertising and one-on-one contacts since the beginning of December 2025, with zero interest from qualified candidates.
To address this situation, staff is recommending salary range adjustments as illustrated in Table 4 for licensed Civil Engineer positions. The recommended adjustments will place the City Engineer position extremely close to the Director of Community Development position on the salary schedule, however the latter is not required to be a licensed Civil Engineer. Table 4 includes the Director of Community Development position for reference only; the position is not being recommended for adjustment.
Table 4: Proposed Salary Adjustments for licensed Civil Engineers (bi-weekly, rounded in US Dollars) Position Range
Step
A B C D E F
Current
Director of Community
Development
535 5,603 5,882 6,177 6,486 6,810 7,151
City Engineer 525 5,330 5,596 5,876 6,170 6,479 6,802
Deputy City Engineer 495 4,681 4,915 5,161 5,419 5,690 5,974 Senior Civil Engineer 475 4,237 4,448 4,671 4,905 5,150 5,407 Associate Civil Engineer 445 3,648 3,830 4,022 4,223 4,434 4,656 Proposed
Director of Community
Development*
535 5,603 5,882 6,177 6,486 6,810 7,151
City Engineer 533 5,547 5,824 6,115 6,421 6,742 7,079
Deputy City Engineer 503 4,871 5,115 5,371 5,640 5,922 6,218 Senior Civil Engineer 483 4,409 4,630 4,861 5,104 5,359 5,627 Associate Civil Engineer 453 3,797 3,986 4,185 4,395 4,614 4,845 *No proposed change.
Hiring Bonuses
For all positions discussed thus far, a current concern is the lack of long-term experienced staff to train the new staff, as well as the ongoing turnover in positions putting added stress on the workforce. To assist in mitigating this concern, staff is recommending a hiring bonus program.
The bonus would be intended to “buy” experience and be limited to the following:
▪ Police Officer II (lateral transfer)
▪ Public Safety Dispatcher II (lateral transfer)
▪ Licensed Civil Engineers
While several surrounding agencies are offering one-time hiring bonuses, staff is recommending a multi-year program with a correlating service commitment. Staff has developed a Hiring Bonus Program policy that will provide $15k at hire, $10k at year 1 anniversary, and $10k at year 2 anniversary, with a total service commitment to the City of three (3) years. While the total hiring bonus is $35k, this is far less than the cost to the City to train an employee up to the experience level sought. Table 5 summarizes the total payroll cost and time for both Police Officer II employees who started as Trainees and Senior Civil Engineers who started as Assistants. In addition to the payroll costs, the City invests time and money in training, mentoring, equipment, and supplies.
Table 5: Cost and Time to Grow our Own Experienced Employees Average Total
Payroll Cost
Average
Total Time
Police Officer Trainee to Police Officer II (lateral level) $264,094 2.5 years Assistant Engineer to Senior Civil Engineer $308,602 3.3 years Public Works
As the City’s service delivery model has expanded, so have assigned responsibilities in the Public Works Department, specifically the Streets & Storm Drainage Operations Manager. The position has historically been responsible for streets and street sign maintenance, street sweeping, storm drainage system maintenance for both ponds and pump stations, and graffiti abatement. The position has now taken on oversight and responsibility for the Safe & Clean Team, Sidewalk Repair Team, and maintenance of the Airport land and runway sweeping. Additionally, with new monies anticipated under Measure T, the position will be expected to manage additional streets maintenance projects. For this reason, it is recommended that the position, currently the lowest paid Operations Manager at Public Works, be adjusted to match the next highest paid manager position at the Public Works Department. The specific range assignment proposed is illustrated in Table 6.
In addition to the Streets & Storm Drainage Operations Manager adjustment, staff is recommending two range assignments for the Public Works Operations Director position that will be based on licensure as a professional Civil Engineer in California. If a Public Works Operations Director employee is a licensed Civil Engineer in California, additional capital project responsibilities will be shifted to Public Works currently being absorbed by Engineering. To that end, staff is recommending salary ranges be designated for Public Works Operations Director (unlicensed) and Public Works Operations Director (licensed). The range for unlicensed is the existing established range for the classification; the licensed salary range is recommended equal to that of City Engineer.
Table 6: Proposed Salary Adjustments for Public Works (bi-weekly, rounded in US Dollars) Position Range Step
A B C D E F
Current
Public Works Operations Director 508 4,896 5,141 5,399 5,669 5,952 6,249 Streets & Storm Drainage
Operations Manager 385 2,705 2,839 2,982 3,131 3,287 3,452 Proposed
Public Works Operations Director
(unlicensed)*
508 4,896 5,141 5,399 5,669 5,952 6,249
Public Works Operations Director
(licensed) 533 5,547 5,824 6,115 6,421 6,742 7,079
Streets & Storm Drainage
Operations Manager 421 3,236 3,398 3,568 3,746 3,934 4,130 *No change from current.
FINANCIAL IMPACT:
PSD and Non-Sworn Supervisor Salary Changes
For FY 2025/26, the estimated total cost of these adjustments is approximately $48,367 based on current staff. Due to the ongoing vacancies, there are sufficient salary savings available in FY 2025/26 to absorb these adjustments without requiring additional appropriations. One full-time PSD position is funded by Measure K with the remaining funds appropriated in the General Fund.
The hours worked by part-time PSD employees are split equally between Measure K and the General Fund.
Police Officer/Corporal Salary Changes
For FY 2025/26, the estimated total cost of these adjustments is approximately $80,373. This increase is broken down as follows across expensing orgs:
▪ 13 positions (22%) funded by grants or reimbursement contracts ▪ 9 positions (16%) funded by Measure K
▪ 36 positions (62%) funded by the City’s General Fund
There are sufficient salary savings from the existing vacancies to absorb the proposed range adjustments without appropriating additional funds.
Licensed Civil Engineer Salary Changes
For FY 2025/26, the estimated total cost of these adjustments is approximately $8,576. While the Engineering Department is considered General Fund, a majority of these expenses will be charged to Capital Projects.
Public Works Salary Changes
The proposed changes to the Streets & Storm Drainage Operations Manager position compensation have an estimated cost for Fiscal Year 2025/26 of $5,627 which will be spread across the General Fund and various enterprise funds. There are no immediate financial impacts related to the bifurcated salary range for Public Works Operations Director. In the future, should an employee in the position obtain a California Civil Engineering license, then the salary range for having the license would apply.
Hiring Bonus
The financial impact of the Hiring Bonus Program will depend on the number of individuals who the City attracts through the program. Any monies spent on hiring bonuses will be paid from salary savings in the existing adopted budget; no new appropriations are requested or anticipated.
ALTERNATIVES:
Council could direct staff to modify the proposed job descriptions or engage in further negotiations with the bargaining units regarding revised pay range assignments. Council could also modify the hiring bonus dollar value or proposed policy.
ATTACHMENTS:
1. Resolution amending the City of Madera Classification Plan a. Exhibit A: Public Safety Dispatcher I/II job description b. Exhibit B: Public Works Operations Director job description
2. Resolution approving Side Letter Agreements
a. Exhibit A: Madera Police Officers’ Association
b. Exhibit B: Mid Management Employee Group
c. Exhibit C: Law Enforcement Mid Management Group
3. Resolution approving Full Time Salary Schedule
a. Exhibit A: City of Madera Full Time Salary Schedule effective March 21, 2026
4. Resolution approving Hiring Bonus Program policy
a. Exhibit A: Policy HR-1: Hiring Bonus Program for Eligible Positions Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA AMENDING
THE CITY OF MADERA CLASSIFICATION PLAN
WHEREAS, the City of Madera (the “City”) has an established Classification Plan adopted by Resolution No. 00-13 which has been amended from time to time (hereafter “Classification Plan, as amended”); and
WHEREAS, the City desires to modify the Classification Plan, as amended, to better reflect the current needs of the organization by replacing the existing Public Safety Dispatcher classification with a Public Safety Dispatcher I/II series and modifying the Public Works Operations Director to acknowledge licensure status as a Civil Engineer; and WHEREAS, job descriptions have been prepared for the applicable positions to reflect these changes.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA hereby resolves, finds, and orders as follows:
1. The foregoing recitals are true and correct and incorporated by reference.
2. Effective March 21, 2026, the City of Madera Employee Classification Plan, as amended, is amended as follows:
a. By the replacement of Public Safety Dispatcher with Public Safety Dispatcher I/II, attached as Exhibit A and incorporated herein; and
b. By the modification of Public Works Operations Director, attached as Exhibit B and incorporated herein.
3. This resolution is effective immediately upon adoption. ********************
Exhibit A: Public Safety Dispatcher I/II job description
CITY OF MADERA
PUBLIC SAFETY DISPATCHER I/II
Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.
DEFINITION:
Under general supervision and according to established procedures, receives emergency and non emergency requests for law enforcement services and dispatches via radio, telephone and other communications media; provides telecommunications support and incident coordination for field units; performs other related duties as required.
DISTINGUISHING CHARACTERISTICS:
The Public Safety Dispatcher I is the entry level class and the Public Safety Dispatcher II is the journey level class in the Public Safety Dispatcher class series. Both are expected to perform the full range and scope of dispatching duties including maintaining field communications with public safety personnel with minimal guidance and supervision. Work shifts rotate and mandatory overtime may be required. A Public Safety Dispatcher I may promote to the journey level Public Safety Dispatcher II classification upon recommendation of the Department Head and approval of the City Manager after two (2) years of satisfactory work experience with the City of Madera and demonstration of journey-level proficiency as a Public Safety Dispatcher.
SUPERVISION RECEIVED/EXERCISED:
Receives general direction from the Police Office Supervisor. Public Safety Dispatcher II may provide technical supervision and training while serving as a Trainer and in general, provide mentorship to less experienced Public Safety Dispatchers.
ESSENTIAL FUNCTIONS: (Include but are not limited to the following) ▪ Takes emergency and non-emergency calls for law enforcement and other related services; classifies incidents and establishes dispatch priorities; dispatches and tracks field units assigned to incidents; coordinates multi agency response when necessary.
▪ Provides telecommunications support using the California Law Enforcement Telecommunications System (CLETS) and other local, regional, and national data bases; transfers calls to other units or agencies as necessary; monitors and broadcasts on public safety radio channels; runs warrant, registration, and property checks; relays information and instructions to field staff. ▪ Enters, updates, modifies and clears incident data and other related information into the computer aided dispatching (CAD), records management and other related computer systems as required; maintains manual incident cards and logs when necessary; compiles statistical reports; prepares other reports and records as directed.
Public Safety Dispatcher I/II Page 2 of 3
▪ Operates communications center equipment including, but not limited to, CAD, telephone, radio, computers, facsimile machine and printers; performs limited communications equipment and work area maintenance.
▪ Responds to questions and concerns from the general public, department staff and other agencies; takes and records telephone reports; provides information as appropriate and resolves and services issues and complaints.
▪ Establishes positive working relationships with representatives of community organizations state/local agencies and associations, City management, and staff and the public.
WORKING CONDITIONS:
Position requires prolonged sitting, reaching, twisting, in the performance of regular daily activities. This position also requires repetitive hand movement, near and far vision, acute hearing and the ability to lift and move objects weighing up to 25 pounds.
QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification) Education and/or Experience:
Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Public Safety Dispatcher I/II may be considered qualifying. A typical way of obtaining the required qualifications is to possess:
Public Safety Dispatcher I – at least one (1) year of full-time work experience in public contact work including receipt and referral of telephone communications and a high school diploma or equivalent.
Public Safety Dispatcher II – at least three (3) years of prior full-time work experience as a Public Safety Dispatcher with a law enforcement or public safety agency.
License/Certificate: Possession of or ability to obtain a Californica Class C Driver’s License.
Public Safety Dispatcher I – Must obtain a Public Safety Dispatcher Certificate from P.O.S.T. and completion of D.O.J. training for full access operator within one (1) year of appointment.
Public Safety Dispatcher II – Must possess a Public Safety Dispatcher Certificate from P.O.S.T; must complete D.O.J. training for full access operator within three (3) months of appointment.
Out-of-state candidates may submit their state’s equivalent to a Californica P.O.S.T Public Safety Dispatcher Certificate at application but must obtain a Public Safety Dispatcher Certificate from P.O.S.T. within one (1) year of appointment.
KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position)
Public Safety Dispatcher I/II Page 3 of 3
Knowledge of:
Standard law enforcement information, communications and record keeping terminology, practices and procedures; methods and techniques of training; location of major streets, public places and landmarks in the City of Madera; modern office equipment including FAX machines, multi-line telephone systems, dispatch and communications systems, computers and applicable software; proper English, spelling and grammar; public and agency desk procedures and methods of providing services and information; applicable federal, state and local laws, codes and regulations, including the Public Records Act; automated law enforcement information systems and procedures; methods and techniques for record keeping.
Ability to:
Perform a variety of complex work with speed and accuracy; remain calm under emergency situations; operate standard office equipment, including a computer; operate specialized automated law enforcement information and communication systems; work independently and use good judgment; train less experienced staff in assigned areas of activity; work flexible hours including evenings, weekends and split shifts; organize and prioritize work assignments; apply applicable laws, codes and regulations; communicate clearly and concisely, both orally and in writing; learn basic Spanish speaking skills that allow for communication regarding addresses, locations, time, descriptions, etc.; and establish and maintain effective working relationships.
Skill to:
Operate an office computer and a variety of word processing and software applications; effectively operate specialized law enforcement automated information and communication systems; type accurately from clear copy at a rate of 35 words per minute.
Revised 3/18/2026
Exhibit B: Public Works Operations Director job description
CITY OF MADERA
PUBLIC WORKS OPERATIONS DIRECTOR
LICENSED/UNLICENSED
DEFINITION:
Under administrative direction, plans, manages, oversees and directs the operations and services of the Public Works Department which includes street lights, street signs, traffic signals, full range of electrical systems, street cleaning, storm drainage, street maintenance, water quality, water maintenance, sewer collection, waste water treatment, and facilities; coordinates activities with other City officials, departments, outside agencies and organizations; provides responsible and complex staff support to the City Council and City Manager; performs other related duties as required.
DISTINGUISHING CHARACTERISTICS:
The Public Works Operations Director is the management level class which oversees all functions and operations of the Public Works Department and is responsible for maintenance of streets, water distribution, water treatment, sewer collection, street lights, traffic signals, electrical systems, wastewater treatment, the municipal airport, and City-owned facilities. This classification is distinguished from the next lower classifications Streets and Storm Drainage, Water and Sewer and Electrical and Facility Operations Managers, Fleet Operations Manager, and Wastewater Treatment Plant Operations Manager by the performance of overall department management responsibilities.
SUPERVISION RECEIVED/EXERCISED:
Receives administrative direction from the City Manager. Exercises direct and indirect supervision over operations managers, professional, technical, field and office support staff.
ESSENTIAL FUNCTIONS: (include but are not limited to the following) ▪ Accepts full responsibility for all Public Works department activities and services including the operation and maintenance of streets, storm drainage, water distribution, water treatment, street lights, traffic signals, electrical systems, sewer collection, waste water treatment, and facilities. ▪ Develops, implements and maintains Public Works Department goals, objectives, policies and procedures; reviews and evaluates work methods and procedures for improving organizational performance, enhancing services and meeting goals; ensures that goals are achieved. ▪ Plans, directs and coordinates the Public Works Department’s work plan through appropriate department staff; assigns work activities and responsibilities to appropriate department personnel; reviews and evaluates organizational effectiveness and productivity; identifies and resolves problems and/or issues.
Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.
Public Works Operations Director Page 2 of 3
▪ Oversees the selection, training and evaluation programs for all Public Works personnel; provides or coordinates in-service training; identifies and resolves staff deficiencies; fulfills discipline procedures; reviews the work of department personnel to ensure compliance with applicable federal, state and local laws, codes and regulations.
▪ Monitors the condition of the City’s infrastructure, including streets, sidewalks, curbs, gutters, buildings, equipment, storm drains, water facilities, sewer collection, wastewater treatment plant, other related facilities and equipment for maintenance, repair and replacement. ▪ Prepares, manages and coordinates the development of the Public Works budget; prepares forecasts of necessary funds for staffing, materials and supplies; presents, justifies and defends programs, operations and activities; monitors and approves expenditures; discusses and resolves budget issues with appropriate staff; implements adjustments as necessary. ▪ Serves as a resource for department personnel, City staff and other organizations; coordinates pertinent information, resources and work teams necessary to support a positive and productive environment.
▪ Attends and participates in professional and community meetings; stays current on issues relative to the field of public works and relative service delivery responsibilities; responds to and resolves sensitive and complex community and organizational inquiries and complaints. ▪ Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.
WORKING CONDITIONS:
Position requires sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and face-to-face service.
QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification) Education and/or Experience:
Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Public Works Operations Director. A typical way of obtaining the required qualifications is to possess the equivalent of five years of broad and extensive experience in public works or related service delivery operations, including at least three years in a responsible management capacity, and a Bachelor’s degree in civil engineering, construction, public administration, facility management or a related field.
Public Works Operations Director Page 3 of 3
License/Certificate:
Public Works Operations Director (unlicensed): Possession of, or the ability to obtain, a valid class C California driver’s license.
Public Works Operations Director (licensed): Possession of, or the ability to obtain, a valid class C California driver’s license. Possession of a valid certificate as a Civil Engineer issued by the California Board of Registration for Civil and Professional Engineers.
KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position)
Knowledge of:
Modern principles, practices and techniques of public works administration, organization and operation; methods and techniques of supervision, training and motivation; principles and practices of street maintenance, equipment maintenance, storm drainage system maintenance, water system maintenance, wastewater treatment plant maintenance, facilities maintenance, street lights, storm drainage, traffic signals, electrical systems, capital projects and public utilities; applicable federal, state and local laws, codes and regulations including City, county and state building codes; principles and practices of budget administration; modern office practices, methods and equipment, including a computer and applicable software; occupational hazards and standard safety practices.
Ability to:
Plan, direct, manage and coordinate the work of the Public Works Department; develop and administer sound departmental goals, objectives, policies and methods for evaluating achievement and performance levels; properly interpret and make decisions in accordance with laws, regulations and policies; analyze complex public works issues, evaluate alternatives and implement sound solutions; make adjustments to standard operating procedures as necessary to improve organizational effectiveness; supervise, train and motivate department personnel; facilitate group participation and consensus building; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.
Revised 3/18/2026
Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROVING SIDE LETTER AGREEMENTS WITH THE MADERA POLICE OFFICERS’ ASSOCIATION, MID MANAGEMENT EMPLOYEE GROUP, AND
LAW ENFORCEMENT MID MANAGEMENT GROUP REGARDING PAY RANGE
ASSIGNMENTS FOR CERTAIN REPRESENTED POSITIONS
WHEREAS, the City desires to adjust base wages for the classifications of Associate Civil Engineer, Senior Civil Engineer, Deputy City Engineer, Public Safety Dispatcher I/II, and Police Officer Trainee/I/II to improve its position in the labor market and attract and retain experienced employees; and
WHEREAS, these adjustments require modification to assigned salary ranges for the related positions of Police Corporal, Police Office Supervisor, Police Auxiliary Services Supervisor; and WHEREAS, the City also desires to adjust the base wages for the classification of Streets & Storm Drainage Operations Manager to reflect additional assigned responsibilities, both current and anticipated; and
WHEREAS, the City and representatives of the Madera Police Officers’ Association, Mid Management Employee Group, and Law Enforcement Mid Management Group have come to agreement on modified range assignments for represented positions on City of Madera Salary Schedule M and Side Letter Agreements have been prepared for each group, respectively, to represent these salary range assignments.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA hereby resolves, finds, and orders as follows:
1. The foregoing recitals are true and correct and incorporated by reference.
2. Side Letter Agreement #1 between the City of Madera and the Madera Police Officers’ Association, attached as Exhibit A and incorporated herein, is approved.
3. Side Letter Agreement #1 between the City of Madera and the Mid Management Employee Group, attached as Exhibit B and incorporated herein, is approved.
4. Side Letter Agreement #1 between the City of Madera and the Law Enforcement Mid Management Group, attached as Exhibit C and incorporated herein, is approved.
5. The City Manager is authorized to sign the Side Letter Agreements on behalf of the City.
6. This resolution is effective immediately upon adoption. ********************
Exhibit A: Side Letter #1 with Madera Police Officers’ Association